Respect

• Stay Engaged. If we're taking the time to attend a meeting, presence is important. If we have to do something external to the meeting, do it in the least disruptive way possible.
• Listen to understand. We're all working together to deliver a great experience, and we will ensure everyone's input is heard and that they are given space to present. Listen actively for what is really being said and asked for by each person, and by the team
• Trust the team. Our organization is high trust. We trust direction, requests, and asks from our team and respond by asking how to help get there.
• Be respectful. Zoom is difficult, but let's do our best to be present and attentive in meetings. As a courtesy, microphones should be muted when not actively speaking in order to avoid disruptions. As the organizer, clarify whether or not the meeting needs to be camera on, or an audio only call. Utilizing these quicker audio only meetings can help avoid zoom fatigue and allows more flexibility.
• Own your impact. Mistakes and differences are human, and we won't always agree or be aligned when trying to reach decisions. Inside the space of discussion we can allow disagreements, but when the meeting ends and a decision is made, we will all rally around that decision. Alignment is more important than opinions.

Meeting Etiquette

• Respect the time. We show up to meetings on time. Attendees, If you will be running late or need to drop early from a meeting, let the organizer know in advance. Organizers, plan the appropriate amount of time for the meeting at hand so that people can plan accordingly. If applicable, organizers will send out an agenda so that the time can be used effectively. Ensure that if the time is being taken out by attendees to attend a meeting that the time is being used well / the discussion has value that necessitates scheduling a meeting. It is acceptable for an organizer to bring someone in for a part of a meeting, and then release someone early in order to allow them to have more focus time.
• Respect all remote circumstances. Scheduling for meetings should respect the members involved. If someone is in a different timezone, be considerate with regards to timing.
• Set expectations / Be intentional. Different meetings will have different mechanisms for feedback. Let's make sure that when setting up a meeting we set clear expectations and ensure we're asking the right questions at the right time.
• Involve the team. Conversation in meetings will vary based on the type of information being presented, but at Koan we are an open and honest organization and responses from team members are important to us. For decision making and brainstorming meetings, ensure that team members are given the time and space for responses within the meeting. Organizers are responsible for ensuring that team members are given opportunities to speak. However, we should acknowledge that there will be situations in which a team member would prefer or need to provide feedback after a meeting. Organizers will be the point person for fielding this feedback, and where applicable, product channels can also be places to take feedback after meetings to the team for further discussion.

Note taking

When we start a meeting, let's generate a new notion document link to be sent around. Make sure to give the meeting notes a descriptive title and tag the participants. Organizer will randomly assign a point person, but having the note taking process be in an open area allows feedback to be captured from every attendee.

For projects, note taker will post an update in the appropriate project channel about any major decisions or outcomes from the meeting, and link to the notion document from that meeting.