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Meeting Etiquette Guidelines

The purpose of the Meeting Etiquette Guidelines is to ensure meetings are efficient, focused, and respectful of time. Key points include adhering to the agenda, minimizing repetition, staying on topic, being brief, respecting others’ input, using time wisely, handling side discussions offline, and acknowledging the facilitator's role to keep discussions on track and manage time. These guidelines aim to facilitate productive and respectful meetings for all involved.

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Meeting Etiquette Guidelines

Purpose:

To help us achieve meetings that are efficient, focused, respectful of everyone’s time, and facilitated effectively.

Overall Guidelines:

Use Time Wisely Meetings will begin and conclude as scheduled. Please respect others’ time by arriving promptly and preparing in advance.

Follow the Agenda Stick to the agenda. Off-topic discussions should be deferred for later or offline.

Be Brief Keep contributions concise. Aim to summarize your point in 2-3 minutes unless more detail is required.

Minimize Repetition Once a point is made or a decision reached, avoid restating it. Focus on adding new insights.

Stay on Topic Keep discussions relevant. Off-topic issues should be addressed after the meeting or in smaller groups.

Limit Distractions To maintain focus, please minimize distractions by silencing devices and refraining from multitasking.

Respect Others' Input Encourage balanced participation. Actively listen and avoid monopolizing the conversation.

Role of the Facilitator The facilitator ensures discussions stay on track, time is managed effectively, and participants adhere to guidelines. Facilitators may intervene when conversations become repetitive, off-topic, or overly long.

These guidelines help ensure meetings are constructive, time-efficient, and respectful for all attendees.

Stand-Up Meetings

Purpose: Quick, focused check-ins to share updates, address blockers, and align team efforts.

Key Practices:

Duration:

Target 15 minutes or less. Organizer enforces strict time limits.

Agenda Structure:

Each participant answers:

What they accomplished yesterday.

What they plan to do today.

Any blockers or dependencies.

Speaking Time Limit:

Each participant has 2 - 3 minutes to provide their updates.

Communication Guidelines:

Use the "Raise Hand" feature in Teams before speaking to address blockers or respond to others.

Avoid interruptions and wait for the organizer to call on you.

Role of the Meeting Organizer:

Manage the flow of the meeting, enforce time limits, and redirect off-topic discussions to follow-ups.

Project Meetings

Purpose: Facilitate in-depth discussions, decision-making, and planning for specific initiatives.

Key Practices:

Duration:

Keep meetings focused and aim for 30-60 minutes, depending on the scope.

Agenda Structure:

Share the agenda in advance.

Prioritize and time-box topics to ensure balanced discussion.

Speaking Time Limit:

Individual speaking time is limited to 3-5 minutes per person per topic unless otherwise agreed.

Communication Guidelines:

Use "Raise Hand" in Teams to contribute or ask questions.

Avoid interruptions; the organizer will mediate to ensure everyone is heard.

Role of the Meeting Organizer:

Keep discussions on track and enforce time-boxing.

Monitor raised hands and manage the order of contributions.

Decide whether to schedule follow-ups or move prolonged discussions offline.

Follow-Up Actions:

Summarize key points and action items at the end of the meeting.

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By following these guidelines, all meetings—whether quick stand-ups or detailed project discussions—will be effective, respectful, and valuable for participants.

Meeting Etiquette Guidelines

Stand-Up Meetings

Project Meetings

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