Meetings 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.

See also

  • See the Team Calendar page for specific dates and information about each of these meetings.

  • See the communication page for information about how to access zoom meetings and other communication channels.

Guidelines for all team meetings#

There are a few guidelines that we follow for all team meetings. They are listed below.

  • All planned team meetings should be encoded asnychronously somehow (e.g., via GitHub Issues, notes in our team compass, etc).

  • All meetings should have an agenda that includes estimations of time and is ideally filled out 24 hours in advance.

  • 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.

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

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.

Kinds of recurring meetings#

The following are meetings that we regularly hold.

Monthly team meetings#

The 2i2c Team meets on the last Tuesday of each month for 60 minutes, with an optional 30-minute extra time afterwards if we really need to extend conversation.

See the Team Calendar page for information about when and where the meetings are held, as well as links to meeting notes.

Monthly team meetings are an opportunity to all meet face to face in order to discuss topics that benefit from synchronous conversation. For example, these are some goals we might have:

  • Discuss complicated issues that benefit from real-time conversation

  • Zoom out and make sure we are on the right track

  • Discuss team process issues to make sure we are all supported

It is not a status update meeting - this should be done via our GitHub issues and sprint planning!

You can find notes from team meetings here.

Sprint Planning meetings#

See Team Sprints for information about these meetings.

One on one meetings#

In addition to group meetings, we also try to have one-on-one meetings to guide and help one another. These meetings happen with different cadences and formats for different pairs of people.

In general, the goal of one-on-ones is to provide one another mentorship and feedback that helps us thrive in our positions with 2i2c. For example, these are some goals you may have for a one-on-one:

  • Provide constructive feedback about how somebody could be a better team member

  • Provide a chance to reflect on how things are going, and discuss ways that 2i2c’s team can improve

  • Ensure that our team feels empowered to do great work, and with guidance on what to do next

  • Ensure that the needs and goals of our team members are being met

Below is a meeting template that many have found useful, and that you may adapt for your own meetings if you wish.

## <YYYY-MM-DD>

### ToDo

_Use these to keep track of follow-ups after the meeting_

- [ ] Fill in `To Do` throughout meeting
- [ ] ...

### Pre-meeting reflection

_Fill this out before the meeting to help guide our discussion_

- Who did you help this week/fortnight/...?
- Who helped you this week/fortnight/...?
- What did you achieve this week/fortnight/...?
- What did you struggle with this week/fortnight/...?
- What do you plan to work on next week/fortnight/...?
- Where do you need extra help?

### Quick Updates

_Any short updates on work items you'd like to add?_

- Update 1
- ...

### Discussion Points

_Topics that we should discuss together._

- Discussion 1
- ...

1

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