Meeting guidelines#

There are a few kinds of synchronous meetings that we create space for. This section describes the kinds of meetings we use and why they exist.

All attendees of all meetings follow the 2i2c Code of Conduct

Notes and agenda should be available to the team#

All planned team meetings should be encoded asnychronously with a clear link so that others may follow along. It can be a GitHub Issue, a Google Doc, a HackMD, etc, but it must be clearly stated.

It is recommended to encode the meeting time and video link information in the notes document so that others have a single place to go to for connection information.

Define an agenda ahead of time#

All meetings should have an agenda that is available at least 24 hours ahead of time. This should have:

  • Enough information that somebody can understand whether this meeting is relevant to them.

  • Decisions that must be made or questions that must be answered.

  • A rough estimate of how the meeting’s time will be split.

Define a notetaker, timekeeper, and a facilitator#

All meetings should have a designated person for each role in a team meeting. In general, meeting roles should rotate between regular attendees of meetings in order to share work and build groups skills.

Roles in team meetings#

These are major roles that should be filled by someone explicitly for any team meeting1.

Facilitator#

The role of meeting facilitator is to structure the meeting so that it is well-scoped, and to guide conversation to be productive and inclusive.

See also

See our Team Roles calendar to know when each team member serves in this role.

Responsibilities of the Facilitator#

Before the meeting
  • Collect rough agenda items from team members

  • Set the agenda

During the meeting

Run the meeting, ensuring that conversations are inclusive and productive

Who serves as the facilitator?#

Everybody on the engineering team, on a rotating basis. We rotate meeting facilitators every month and transition this role at the beginning of the month. The meeting facilitator rotates through the @tech-team usergroup on Slack in alphabetical order, using the code in the team-roles-geekbot-sweep repository. That repository also automatically generates Geekbot Standups that notifies which member of the engineering team in due to take over the role at the start of the month.

Recorder#

The Meeting Recorder is responsible for encoding the discussion points and actionable items that came out of a meeting. Their primary goal is to make sure that the content of the meeting is saved for reference from others.

Responsibilities of the Recorder#

  • Write down major discussion points and ideas during the meeting

  • Write down action items / to-dos explicitly so that we know what to follow up on

Timekeeper#

The timekeeper’s role is primarily to assist the Meeting Facilitator in moving the meeting forward.

Currently, the Meeting Facilitator delegates this responsibility to this Cuckoo.Team app.


1

See this blog post on team meeting roles for more inspiration here.