Conducting Meetings Style Guide
Authors: @hotell
This document describes best practices on how to conduct meetings within Fluent UI web organization.
Why:
Based on conversation between Tech Leads and managers we identified following set of problems:
- A lot of context might be shared during a meeting that is not being followed up or gets lost in huge threads of chat.
- Although we record our meetings, chat is not being “recorded”, video cannot be searched, which adds excessive time allocation overhead to person that didn’t attend but wants/needs to stay in loop or follow up on topic.
Based on these identified issues here is a simple guidance how to conduct meeting.
Agenda should be provided in advance via Loop Meeting Notes functionality.
💡 TIP: write // + ENTER to generate your name
- Every Agenda topic ends with name of author
Example of Agenda item:
//@alias / <Topic> --- translates to --> 💬 @Martin / Write a style guide for drinking beer
or
<Topic> / [<Author>] --- translates to --> Write a style guide for drinking beer / [Martin]
Meeting should be recorded, so it can be viewed by anyone that wasn't able to attend or in generale to have information being transparently shared.
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Use Teams meeting “raise hand” feature if one wants to contribute to a topic
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Use meeting notes
(💡 TIP: write // + ENTER to generate your name)
- to ask questions
- to provide comments/answers
-
Use the Teams chat as last resort of communication on particular topic. Feel free to use it for memes, pictures, making jokes/fun comments.
Every meeting should have 2 roles:
- Meeting Lead/Moderator
- Scribe
- Drives the meeting agenda
- Verbally summarizes the outcome of discussed topic (then Scribe writes it down)
- Checks chat/raise hand to give folks space to talk
- Provides additional context/summary/action points based on conversation on particular topic to the meeting notes
- If needed he copies conversations/opinions from meeting chat
💡 Example of Scribe notes in meeting notes:
