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Meeting Guidelines
How to make meetings work for everyone
Preparation
- Send the agenda at least 24 hours in advance
- State the purpose of the meeting explicitly
- Indicate what preparation is expected
- Share relevant documents beforehand
During the meeting
- Start on time, end on time
- Stick to the agenda
- Give people time to think before responding
- Summarize decisions explicitly
- Avoid 'popcorn' rounds (unexpected turn to speak)
After the meeting
- Send minutes with action items within 24 hours
- Clearly state who does what and when
- Offer space for written questions afterward
Inclusive options
- Camera-off option for video calls
- Chat as alternative to verbal responses
- Build in silence moments for thinking
- Make transcript or recording available
💡 Tip for meeting organizers
Add a short line to your meeting invites: "Feel free to keep your camera off and/or respond via chat." This small signal makes a big difference for people who need it.