How We Meet 👥#

Meetings should accelerate decisions and collaboration, not replace focused work. Before scheduling one, decide whether an asynchronous update would achieve the same outcome.

Prepare#

• Define the outcome: State the decision, discussion, or deliverable the meeting should produce.
• Share an agenda: Add the topics and any pre-reading to the invitation early enough for participants to prepare.
• Invite intentionally: Include people who need to contribute or decide. Share the notes with everyone else.
• Schedule mindfully: Respect local working hours across regions and rotate inconvenient times for recurring meetings.
• Timebox the meeting: Reserve only the time needed to reach the stated outcome.

Set Up#

• Include the essentials: Add the video call, agenda, and shared documents to the calendar invitation.
• Test the room: For hybrid meetings, check the microphone, camera, and display before the scheduled start.
• Join ready: Arrive on time, keep your camera on during virtual meetings, and mute when background noise could distract others.
• Capture notes appropriately: Use a company-approved AI notetaker when suitable. Make participants aware of any recording or transcription, and do not put sensitive information into unapproved tools.

Participate#

• Stay present: Silence notifications, close unrelated tabs, and contribute to the stated outcome.
• Make space for others: Invite quieter participants to contribute and avoid interrupting. In larger virtual meetings, use the raise-hand feature.
• Keep the discussion focused: Follow the agenda and capture unrelated topics for later instead of extending the meeting.

Follow Up#

• Share the outcome: Send concise notes within 24 hours, including decisions and unresolved questions.
• Assign action items: Give every task a clear owner and deadline.
• Store materials securely: Keep notes, recordings, transcripts, and presentations in an approved shared location with appropriate access.

These practices help us arrive prepared, respect one another's time, and leave each meeting ready to act.