TLDR; Be respectful of teammates' time!
This information is intended to help support the efficiency of meetings at Medic. It is not mandatory to follow. Take what is useful to you and apply it!
Types of Meetings
- Action / Check-in
- Information Share
- Meeting Leader
- Meeting Participant
📣 Reminders for everyone 📣
- Who is this meeting for: Invite the relevant people, and make it clear if it can be optional for some, especially if the time is awkward in their timezone. If not all teammates are “required” for a conversation, mark them as “optional” attendees and make this clear to them. If some topics are relevant to some people only, move them to the end of the meeting and let the others go early.
⭐Use a scheduling app (doodle is great for this!) when coordinating a meeting with 5 people or more. Use your google calendar and make it public! Even just filling the time slot with “busy” is very helpful ⭐
- Rescheduling etiquette: Keep in mind that people are often working early in the morning or late at night to make time zones work. Give the organizer advance warning. If it's a one on one let your teammate know as early as possible, so they can use their time for something else. At a minimum, please let people know an hour before your call if you will not make it. ⭐Own your rescheduling! If you’re changing others’ schedule, a quick apology is always well received. Be proactive about coordinating the new time. ⭐
- Showing up: You said you’d be there? Keep your word, we’re counting on you! If you are going to be late for a meeting, also let the organizer know ahead of time.
- Test all technology: (including camera/video, Wi-Fi, and screen sharing) before the meeting. Use video when possible, particularly when the meeting has <5 attendees!
- Get in the right mindset: When your meeting reminder pops up, stop your current task and take a few minutes to prepare your mind to focus on the meeting ahead. Drink a glass of water or walk around — whatever gives you energy and allows you to participate without distraction.
- Timezones are tough: Be conscious of other time zones, especially if someone is waking up early or staying up late to make a meeting work. Use an app to ensure you are suggesting reasonable times across time zones.
- Make time for casual conversation: Spend a few minutes at the beginning of the meeting checking in, catching up, or just having small talk. A few minutes of friendly interaction before diving into a meeting can really build the necessary rapport - and keep the team engaged.