Scheduling a meeting

Before scheduling a meeting, complete this quiz or run through this flow chart.

• Here are other options: Slack messages, Slack voice note, Slack huddle, or a phone call

If you decide a meeting is necessary, follow the steps below.

For a meeting to be scheduled, there needs to be:

• A pre-defined facilitator (The scheduler by default, unless otherwise noted)
  • OR a note that says there does not need to be a facilitator (see Standup meeting for an example of a facilitator-less meeting)
• A pre-defined agenda added in the description of the Google Calendar invite
  • OR a note with the meeting topic and that the agenda will be emergent
• A pre-defined note-taker, if it makes sense (can't be facilitator)
• All invitees must acknowledge receipt of the invite by
  • a) accepting,
  • b) declining,
  • c) selecting maybe, or
  • d) proposing a new time.

<aside> 💡 Work fills time allotted: You should default to the lowest meeting time, ideally 15 or 30 minutes. This is especially true with external folks.

We suggest avoiding hour-long meetings. Internally, if you’re planning an hour with a larger group, make sure there is a time-stamped agenda. If you’re planning an hour 1:1, consult with the person along with providing an agenda of points to hit on to make sure the time is necessary.

</aside>