<aside> ⭐ This page contains some tips on conducting meetings. You can use it for any types of meeting you might have (NPO, team, 1 on 1).

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Before the meeting

Meeting Orchestrator

• The orchestrator organizes the meeting and invites participants
• Make sure there is one and only one person in charge of moving the meeting forward, orchestrating the entire meeting

<aside> ⭐ The following section only applies if you are the meeting orchestrator

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Prepping

• Before you want to schedule the meeting, make sure you understand why a meeting is necessary. Is it more productive to have a meeting instead of asynchronous messages/emails?
• Once you understand why this meeting is necessary, generate a meeting agenda which you can use as a guideline for your meeting
• Share your agenda with the participants. You may want them to briefly fill in the meeting agenda as preparation as well
• Make sure the Agenda has all the necessary resources and links (link to videos, GitHub repos, or if you are demoing, have your IDE open). Get ready before the meeting, not during the meeting

Set a hard time limit

• Schedule a hard time limit with the participants (30 minutes, 1 hour, …) and strictly enforce that
• You can do this by assigning each part of your agenda a time limit to ensure you move on from one topic when time is up
• This ensures that the time is well spent and you are not stuck on one particular topic. If you are stuck on one topic, that’s an indication you should schedule a follow up meeting with that person

Smaller meetings

• Ask yourself, do you really need XYZ to be there? The smaller the participants list, the easier it is to schedule, and it allows people to be more engaged
• If the meeting a weekly update where everyone talks about what they worked on in the last week, you probably want to keep it very high-level, and very short for every person (give each person 3 minutes for example)