Meetings are a staple of our work. They help us share information and tackle issues, and they turn into time-wasters when they are run badly. This guide sets the rules we follow for scheduling, attending and recording a meeting, so that working together stays flexible and productive, especially when we are not all in the same place. It runs in the order of a meeting: before, during and after.
1Before the meeting
1.1Schedule it with the right tool
- Internal meetings. Schedule them on Basecamp, within the relevant project or team, and make sure everyone involved is notified. For all-hands meetings, use the main Woodlands Basecamp.
- External meetings (with clients and others). Use Basecamp as above, and also send a Google Calendar invite so the external people are included.
- Video link. Create a Google Meet link (or similar) and add the meeting to the relevant Basecamp schedule.
1.2Give notice and keep to regular hours
Announce the meeting time at least one day beforehand.
Our core meeting hours are 10 am to 4 pm. Everyone should be available in that window for meetings scheduled at least 24 hours in advance. If a meeting has to happen outside these hours, the organizer schedules it at least a week ahead.
1.3Set a clear agenda
Meetings drift without a clear purpose. A specific, detailed agenda prevents wasted time, and a clear agenda leads to clear outcomes.
- Host's job. State the topics for discussion clearly.
- Attendee's job. Come prepared with thoughts and perspectives on the agenda items.
1.4Confirm who is coming
- RSVP. Confirm your attendance (or absence) through the meeting invite at least three hours before the start time.
- Can't make it. Tell the organizer why, preferably on the same day you receive the invite.
2During the meeting
2.1Start on time
Meetings start promptly. If you are leading, it is your job to kick things off on time. If you are attending, be ready to join on time.
2.2Offer a video option
Video helps connection, especially with remote team members.
- Hosting with remote attendees. Provide a video link (for example Google Meet) before the meeting starts.
- Attending remotely. Join the video call before the start time. Make sure you have a quiet space and a solid internet connection. Joining by phone audio only, or from a noisy public place, is not ideal.
- Voice only. This is fine when the organizer decides it is enough for that specific meeting.
2.3Contribute, and speak up
Meetings are a team effort. Everyone should feel empowered to share ideas and solutions. If you disagree, raise your point during the meeting so it can be discussed and resolved. Once a decision is made, we all commit to following through. We don't go off-script after agreeing.
2.4Cover the basics
These matter most for remote collaboration:
- Good internet. A fast, reliable connection is key. Remote attendees should minimize potential lag.
- A quiet space. Find somewhere you can focus and hear clearly. If meeting rooms are limited and you sit near people who are not in the meeting, respect the ongoing discussion: avoid interrupting it or holding side conversations.
Cover these basics as well if you plan to pair program with teammates.
3After the meeting: minutes
Meeting notes (minutes) are the official record of what was discussed and decided. They capture the decisions made, the actions needed, who owns each action and the deadlines. Anyone can be designated to take notes, not only 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