Meeting etiquette and procedure

Effective meetings are essential for collaboration, informed decision-making, and smooth operations. Follow these best practices for scheduling, executing, and following up on meetings.

Scheduling the Meeting

• Determine Necessity: Before scheduling, consider whether the matter can be resolved via an asynchronous channel.

• Check Availability: Schedule keeping participants' availability, time zones, and working hours in mind, especially for external stakeholders.

• Invite Necessary Participants: Only invite those essential for decision-making.

• Mark Optional Attendees: Indicate optional participants.

• Set Meeting Duration: Schedule to end 5 minutes early for transition.

• Share Agenda in Invite: Include the agenda with the meeting invite.

• Provide Platform Details: Include links and instructions for virtual or physical meetings.

Creating the Invite Agenda

• State Purpose: Clearly define the meeting's purpose.

• Identify Participants: Note critical participants.

• Define Outcomes: List specific expected outcomes.

• List Agenda Items: Specify topics for discussion.

• Note Preparation: Indicate any pre-reading or preparation required.

• Plan Follow-Ups: Mention any follow-up meetings or actions.

Meeting Invitees Responsibilities

• RSVP Promptly: Respond quickly to invitations and change RSVP if a conflict occurs.

• Prepare: Review the agenda and pre-read materials.

• Be Punctual and Participate: Join on time, engage, provide input, and ask questions.

• Respect the Agenda: Stick to the agenda to stay on track and avoid multitasking.

• Maintain Courtesy: Mute your microphone and minimize background noise.

• Leave Politely: Exit the meeting if your presence is no longer needed.

• Complete Follow-Ups: Finish assigned tasks and provide updates promptly.

Holding the Meeting

• Prepare Materials: Review and prepare all necessary materials in advance.

• Arrive on Time: Be punctual.

• Record if Needed: Record meetings for future reference.

• Identify Roles: Assign roles like moderator, timekeeper, and note-taker.

• Show Respect: Allow others to speak without interruption.

• Cameras On: Whenever possible opt to keep your camera on as a courtesy.

• Follow Agenda: Stick to the set agenda.

• Take Notes: Document key points and decisions.

Meeting Follow-Up

• Share Notes: Highlight key decisions and distribute meeting notes promptly.

• Clarify Ambiguities: Address any questions or uncertainties.

• Assign Tasks: Assign follow-up tasks with deadlines.

• Schedule Follow-Ups: Plan additional meetings if necessary.

• Store Documents: Store notes and documents centrally.