Meetings are a staple in our work, helping us share info and tackle issues. But let's be honest, they can easily become time-wasters if not run well. To make them productive, we need a clear process that gets straight to the point.
Here are the key things to get right:
Scheduling & logistics
Get the basics sorted ahead of time:
- Give notice: Announce the meeting time at least one day beforehand.
- Video link: Create a Google Meet link (or similar).
- Sync: Add the meeting to the relevant Basecamp schedule.
- Notify: Make sure all participants know about it.
Clear agenda
Meetings often drift without a clear purpose. A specific, detailed agenda prevents wasted time.
- Host's job: Clearly state the topic(s) for discussion.
- Attendee's job: Come prepared with thoughts and perspectives on the agenda items.
A clear agenda leads to clear outcomes. Simple as that.
Participant confirmation
We need to know who's coming.
- RSVP: Please confirm your attendance (or absence) via the meeting invite at least three hours before the start time.
- Can't make it? Let the organizer know why, preferably on the same day you receive the invite.
Meeting notes (Minutes)
Keeping track of what was discussed and decided is crucial. Meeting notes (or minutes) serve as the official record.
- What they capture: Decisions made, actions needed, who owns those actions, and deadlines.
- Who takes them? Anyone can be designated to take notes (not just a secretary).
Good meeting notes include:
- Date, time, and location (or video link)
- Meeting purpose
- List of attendees (and absentees)
- Agenda items discussed
- Decisions reached
- Action items (with owners and due dates)
- Details for any follow-up meeting
