Conducting Meetings Style Guide

Authors: @hotell

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• Style Guide
  • Agenda
  • Recording
  • Communication during meeting
  • Meeting roles
    • Meeting lead/Moderator
    • Scribe

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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.

Style Guide

Agenda

Agenda should be provided in advance via Loop Meeting Notes functionality.

💡 TIP: write <kbd>//</kbd> + <kbd>ENTER</kbd> 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]

Recording

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.

Communication during meeting

1. Use Teams meeting “raise hand” feature if one wants to contribute to a topic

2. Use meeting notes

   (💡 TIP: write <kbd>//</kbd> + <kbd>ENTER</kbd> to generate your name)

   • to ask questions
   • to provide comments/answers

3. Use the Teams chat as last resort of communication on particular topic. Feel free to use it for memes, pictures, making jokes/fun comments.

Meeting roles

Every meeting should have 2 roles:

• Meeting Lead/Moderator
• Scribe

Meeting Lead/Moderator

• 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

Scribe

• 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: