Effectively Running Meetings

We encourage all members to follow and adopt the best practices below to effectively running meetings.

<aside> 💡 Resource: Use this format for meeting notes. [Link to the format coming soon!]

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Max. size of the meeting should be 3 people.

Limiting the number of people in the meeting will ensure each person can take full ownership. When we feel like we have a say in a meeting, we feel like we are part of the project. With 3 people, we are able to allocate opportunities to speak out. The intention behind this magical number is about encouraging the team members to excite themselves. As a company, this leads to less is more.

Define the Outcome and Purpose

Why are you meeting? What do you want to get out of this meeting? Make sure to communicate the purpose of the meeting ahead of time or at the beginning of the meeting. Having a clear idea about the goal of the meeting ensures you use the most out of the meeting time. Some examples:

• You want your coworker to review and provide feedback on your work
• You have a certain request
• You want to align on some of the project overview or details
• You just want to bond with them (We love coffee chats!)

Come Prepared with an Agenda

This is especially important for project-related meetings. In order to achieve the purpose of the meeting, what are the topics that you want to talk about? Bonus point if you prepare your opinion about those topics. Similarly to the purpose, share the agenda ahead of time or at the beginning of the meeting. They will encourage further discussion with your meeting members. No need to prepare a fully-fledged presentation to share your opinion. It could be a few sentences or a small visual. The idea here is that you are prepared for the meeting while respecting your coworkers' time.

Identify Next Steps for Projects

At the end of the meeting, what are some ideas that the team has agreed upon? Any next steps that the team identified that will help move the project along the timeline? The project or meeting facilitator can do a quick recap of the meeting goal, topics covered, decisions made, and next steps. Make sure everyone in the meeting is happy with any action items that emerged.

Nail the Basics

Turn on your video during meetings. We’d love to see your faces. Try to come one time as much as possible. Running late? Just give your meeting members a heads-up and let them know. Respect your coworker's time. That also goes with finishing the meeting on time.