Meetings

Our meetings follow a structured timeplan to ensure efficiency and productive collaboration. Here’s the breakdown:

Before the Meeting

All team members should upload their results as a PowerPoint presentation to the results folder in the cloud at least one day before the meeting. Each slide should be clearly described and easy to understand without needing an explanation. The PowerPoint files must be labeled in the following format:

year_month_day_your-name

This naming convention ensures that files are automatically sorted in a meaningful order.

Uploading the files in advance gives everyone enough time to review the results at their own pace and prepare any questions, which can then be asked during the first phase of the meeting.

Regular Meeting Schedule

• 0-20 min:
  Ask questions about results uploaded to the cloud

• 20-40 min:
  Discuss new ideas and brainstorm potential approaches.

• 40-50 min:
  Formulate actionable tasks and assign responsibilities to team members.

• 50-60 min:
  Buffer time for any remaining discussions or clarifications.

Optional After-Meeting

• 60-120 min (optional):
  For those interested, we hold an optional after-meeting to dive deeper into specific topics, address challenges, or explore ideas in more detail.

Professionalism

Meetings should be conducted professionally and seen as work. Private conversations should be kept to a minimum to maintain focus and efficiency. All participants should expect and respect this professional work environment. Professionalism also includes being punctual, as it shows respect for everyone’s time and ensures meetings run smoothly.

Meeting Facilitator

One person should take the role of the meeting facilitator. This person moderates the discussion, guides the meeting, and makes sure that the schedule outlined above is kept.

Meeting Notes

One person should take structured notes during the meeting to ensure key points are documented. This can be the same person that takes on the role of the meeting facilitator. The meeting notes should be structured and documented following this format:

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Meeting Notes Format

1. What Everyone Did
   A brief summary of each participant’s contributions or updates since the last meeting.

2. Discussion
   Key points discussed during the meeting, including any new ideas, challenges, or brainstorming outcomes.

3. Task Assignment
   A clear list of actionable tasks, including who is responsible for each task and the deadlines.

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After the meeting, these notes should be uploaded to the cloud so all team members can access them for reference.