Handbook

# Meetings

Meetings are a great tool to share some knowledge to a large group and get feedback fast, but keep in mind that meetings are consuming a lot of work time.

# Our meetings

We use meet.google.com for meetings. In some cases Zoom.us (for example, CS-Team uses Zoom for internal meetings).

# Team meetings

  • Why: To sync on what we're done and what we're working on.
  • When: Every Monday.
  • Who: Each team schedule its own meeting.

# Demos and meetup

  • When: on demand.
  • Why: To share new features and get feedback from other teams.
  • Who: At least one member of each team.
  • What: Anyone can demonstrate something that other teams would be interested in, i.e. new features.

# All-hands meeting

  • When: Every Friday @ 11:00.

Structure:

  • 5 minutes free-talk time.
  • 10 minutes CEO presents the KPIs.
  • 10 minutes for the Head of Marketing and Sales.
  • 10 minutes reserved for Head of Customer Success.
  • 20 minutes to review our Goal and the objectives.
  • 10 minutes for the questions. We use Geekbot to collect the questions every Thursdays.
  • 5-10 minutes free-talk time.

# 1-on-1s meetings (ne-on-ones)

  • Why: We use 1-on-1s to make sure if everyone is ok and to exchange the feedback.
  • Who: HR, CEO, or a team leader shedules a call with another person.

# Gudelines for meetings

# Host checklist

  • Prepare and publish agenda in advance.
  • Schedule the meeting in google calendar:
    • Use company calendar for company-wide events.
    • Use your work calendar for meetings in small groups. Add participants aas guests.
  • Try to publish a brief and materials in Slack in advance.
  • Record the meeting or write down a summary.
  • Upload recording to Google Drive or publish the summary in #annoucements channel.

# Participant checklist

  • Switch on the camera. If you can't for some reason, tell about that.
  • Mute the microphone when you don't speak.
  • Don't interrupt.
  • Follow the agenda. If you have another topic to talk, be sure it's short or add it to the agenda of the next meeting.

# How to schedule a meeting

  • Open meet.google.com (opens new window).
  • Press New meeting → Schedule in Google Calendar.
  • Add an event and add persons or groups who must participate in. Use you personal calendar to store the event instead of Apliteni.
  • (Optional) If it is a public event duplicate it to an #announcements channel.

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