Recurring Meetings - How-tos

General Guidelines:

Below is a list of general guidelines for recurring meetings as a way to clarify expectations and generate alignment on Rocket.Chat recurring meetings.

1. Scheduling Recurring Meetings:

Unless stated otherwise recurring meetings are to be scheduled on Tuesdays. If for any reason that is not possible, the meeting should be scheduled for Monday. If Tuesdays and Mondays are not available, meetings can be scheduled for Wednesdays.

Note that this is a guideline so that we make time and focus for recurring meetings while still allowing time on the week available for mission-oriented meetings and other topics.

The agenda should be shared with all participants before the meeting.

Participants list and meeting length should be set considering the shared agenda.

1.1 Host Responsibilities:

Unless stated otherwise the host for a meeting is responsible for sharing the meeting agenda, setting the length and is expected to facilitate the meeting.

In case a new member is added to a recurring meeting, the host is responsible for sharing meeting dynamics.

1.2 Participant Responsibilities:

Participants are expected to always respond to the meeting invites with a participation status within a reasonable time before a meeting.

If attending, participants should cover their views as applicable.

If not attending or partially attending, participants should communicate to the meeting host or any other confirmed participant in advance.

2. Team Recurring Meetings:

Below are a couple of team recurring meetings and information related to them.

2.1 One-on-one meetings (1:1):

A meeting between any 2 people (normally consisting of a supervisor and a direct subordinate) focused on building relationships, exchanging information, and addressing general questions & concerns (career, technical or process-related).

The meeting is focused on the subordinate and ways to leverage subordinate potential.

In case 1:1 is not between subordinate and supervisor, please refer to general guidelines (section I-1.2 and I-1.3)

2.2 Scheduling 1:1s:

1:1 meetings should be scheduled for Mondays or Tuesdays as a way to keep all personnel available for mission-oriented meetings and other topics during the other weekdays.

They should be scheduled for interactions where 2 people have a high interest in exchanging information on a topic or process that is not limited to an ad hoc situation.

Time on schedule should be enough to cover the topics for the meeting and can be agreed upon by the parties involved. Recommend 1-hour duration for the 1st and subsequent times can consider the development of the 1st.

2.3 Periodicity:

The periodicity should be agreed upon by the parties involved during the 1st 1:1 and can be changed at any point based on understanding from the people involved.

Generally speaking, a 1:1 cycle should be for any period between 1 week and 1 month.

Highly recommend weekly 1:1s with any new subordinate during the initial 2 months or where there is a need for a tight alignment; for other situations bi-weekly or monthly should be considered.

2.4 Subordinate Responsibilities:

The subordinate is responsible for proposing an agenda, providing information, sharing issues & concerns and recording tools for meeting outcomes.

2.5 Supervisor Responsibilities:

The supervisor is responsible for 1:1s to be scheduled, facilitating the meeting, providing mentoring or coaching, sharing information, and following up on items discussed during meetings.

3. General Team Meeting:

Meeting for a supervisor to share high-level details and relevant information with all subordinates from a given team.

3.1 Scheduling General Team Meetings:

General team meetings should be scheduled for Mondays, Tuesdays or Wednesdays.

All teams should be invited to the general team meeting.

Duration should be up to 1 hour.

3.2 Periodicity:

General team meetings should be set for once a month or every time there is a relevant topic to be covered with the entire team.

3.3 Supervisor Responsibilities:

The supervisor is responsible for the general team meeting to be scheduled, planning & sharing the meeting agenda and facilitating the meeting. If applicable, the supervisor is also responsible for follow-up on meeting outcomes.

3.4 Subordinates Responsibilities:

Subordinates should attend and participate in these meetings as applicable.