Meeting Tips

Why plan efficient meetings?

1. Improved focus (focused agenda)
2. Prevent overrun and provide transition time
3. Increases productivity (ie. Emails between meetings)
4. Reduced meeting fatigue

When to have a meeting?

1. Is there a specific issue that needs to be discussed?
   1. Yes - go to 2
   2. No - no meeting
2. Is the topic of the meeting urgent?
   1. Yes - go to 3
   2. No - Send an email or schedule meeting for a future week
3. Determine the objective (ie. inform, discuss, problem-solve, decide):
   1. Define objective and circulate - go to 4
4. Consider all alternatives:
   1. Email, messenger, quick phone call - do that
   2. No - go to 5
5. Does the meeting require input from a full team?
   1. Yes - go to 6
   2. No - schedule a 1-1 call
6. Set agenda with clear goals, objectives, and possible outcomes:
   1. Yes - schedule meeting with agenda, objectives and possible outcomes in the invite.
   2. No - clearly define and then send calendar invite

Meeting Checklist

1. Clear agenda circulated before the meeting
2. Identify key participants (no need to include others, more is not merrier)
3. Set time limits for each agenda item
4. Share relevant materials before the meeting (or create time during meeting for everyone to read materials)
5. Establish roles, if necessary (ie. facilitator, timekeeper)
6. Have notetaker, or use AI to summarize meeting and circulate the details

Meeting Lengths

New team protocol: 25 and 50 minute meetings, go to Preferences > Calendar

Tips for efficient calendars

1. Block two hours per day for deep work. (Ideally company wide)
2. Limit meeting times to 25/50 minutes
3. Never have more than 2 back to backs without a 30 minute break.
4. Theme your days (ie. Fridays are administrative, Wednesdays are project work, etc.)
5. Create meeting free days or half days (ie. Meeting free Fridays, no meetings on Monday and Wednesday afternoons)
6. Prioritize tasks: Use Eisenhower matrix
7. Review Sessions: Once per month, review recurring meetings and question if they are still necessary at the current cadence
8. Email time blocks: Pick two to three times per days to check and respond to emails rather than checking throughout the day
9. Reflective time: Have at least one hour blocked per week for reflection (what was achieved this past week, what direction is right going forward)
10. Tech free space (ie. screen free lunches, no emails after 7pm, etc.)