Planning and organizing meetings

We want to have more effective meetings. You too! So here are some tips.
CONSIDERATION: Only plan meetings if you are discussing something that needs attention this week or next week. 
  • Think about what team the problem / project is related to and talk with the Lead Link. 
  • Don't set a meeting if you can get feedback by
  • starting short discussion in channels like: Slack, Asana.
  • having talks for 5 mins with a couple of colleagues. 
PLANNING: Plan meetings directly after meetings (standup / tacticals) or lunch to avoid disruptions.
Organiser:
  • Set duration of the meeting by estimating how much time you really need. So, do not block 1 hour because that is the default for any meeting. 
  • Add a description with clear rationale and, if applicable, a link to a project/task in Asana.

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Participants:
  • Only accept if you feel you will bring something to the table. If you don't know what that would be, ask clarification of the meeting starter first on why they invited you.
  • Look at your roles and think why you could be of any help for problem solving / project / task.
  • Make sure you always respond to the invite by using our internal technology. At least update your calendar by hitting accept / maybe / deny. This information is valuable for the invitee to reschedule it. Also, very useful if invitee needs to prepare the meeting. 
PREPARATION: Make sure you prepare your meeting if possible. Set a task day before you meeting with a due date. 
  • Get your data.
  • Make sure you are on time and everything needed for meeting is set up.
EFFICIENCY: Make sure the discussion is in line with the rationale of your meeting. 
  • Start the meeting by explaining why you wanted to have the meeting and how long it will take.
  • Act as a facilitator during the meeting.
  • Assign a secretary to make notes and to create tactical like agenda to add points for later discussion.
  • Make sure everyone in the meeting is actively involved and understands what is discussed. 
  • Before stopping the meeting: Be critical (both as organizer and participant) whether the goal of the meeting has been reached.
ENERGY: Make sure you sit straight up, show you're paying attention, and urge for clarity if it's lacking. If you're there, you should understand everything, if not, either get clarity or walk away.
  • Don't do other things, if you feel the need to, revisit your need to attend the meeting and just walk out. 
ENERGY: Make sure to communicate with energy to keep everyone's attention. Below some tips on how to do so:
  • Sit straight up, feet on the ground, back to the chair. Or lean forward but not with your chin on your elbow.
  • Look at the person talking, or look at everyone (in their eyes!) when you're the one talking.
  • Smile, have an interested expression, that's self fulfilling.
  • Speak up, like you're excited to share what you say, really make an effort to not sound monotone, speak a bit higher than normal maybe even.
  • Breath between your sentences! A pause to inhale and start your new sentence makes your voice go up.
  • Do not breath between agenda items! Keep the pace going as if it's a ball we toss around. Know when your item is up and start speaking when the other tension is solved.
KEEP MOMENTUM: After meeting take a look at the next actions and process them directly.
  • Process actions that can be done within 2 minutes.
  • Setup personal project if needed and add to Teams' project lists.