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1.9 Meeting Hygiene

Synchronous gatherings represent the single most expensive resource consumption mode within the operational environment. Without rigorous containment protocols, meetings degrade into unstructured discussions that deplete engineering bandwidth and introduce decision latency. This chapter establishes strict governance for synchronous collaboration, transforming meetings from administrative overhead into high-velocity decision gates.

1.9.1 "No Agenda, No Meeting" Protocol

1.9To Meetingprevent Hygiene

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  • wastage, the "No Agenda, No Meeting": A strict rule thatis anyabsolute. A calendar inviteinvitation constitutes a request for the allocation of high-value human capital; if the requester fails to define the utilization parameters, the request is invalid.

    The Auto-Decline Mandate

    • Rejection Criteria: Any calendar invitation received without a written agenda willin the description field must be automatically declined.declined.
    • Agenda Minimum Viable Product (MVP): A valid agenda must explicitly state:
      1. Objective: The specific decision to be made or problem to be solved (not just "catch up").
      2. Input: Links to required reading materials.
      3. Output: The intended deliverable (e.g., "Go/No-Go decision on Tooling PO").

    1.9.2 The "Silent Start"

    Standard presentation formats (e.g., slide decks) favor charismatic speakers over logical rigor and disadvantage remote or non-native language participants. To ensure data-driven discourse, complex engineering and strategy reviews must utilize the Silent Start protocol.

    Execution Procedure

    • The Narrative Memo: The meeting owner must prepare a written briefing document (1-6 pages) detailed enough to stand alone without verbal voice-over.
    • The "Silent Start":Period: AllocatingThe first 10 to 15 minutes of the firstmeeting 10are minutesdedicated to silent reading of complexthis meetingsdocument toby readingall the briefing doc silently, ensuring everyone is prepared. attendees.
    • Discussion Gate: Verbal discussion commences only after the reading period concludes. This ensures all participants possess equal context and questions are based on specific text rather than general assumptions.

    1.9.3 Minutes & Action Items:Items

    Operational memory relies on persistent documentation. Verbal agreements that are not serialized into written records are classified as non-existent.

    The "Written Record" Rule

    • Definition: "If it isn't written in the minutes, it didn'tdid happen.not happen." MandatoryDecisions rotationnot logged in the official meeting notes are void and cannot be cited as justification for future actions.
    • The Rotating Scribe: To prevent administrative burden from falling on a single individual or specific demographic, the role of the "Scribe" role.must rotate alphabetically or round-robin among attendees for every recurring meeting.
    • Action Item Syntax: Minutes must conclude with a table of Action Items (AIs). Each AI must have a Single Owner (never "The Team") and a specific Due Date.

    Final Checklist

    Meeting Domain

    Operational Mandate

    Agenda Validation

    Invites without a written agenda and objective are declined immediately.

    Context Loading

    Complex reviews begin with a 10-15 minute "Silent Start" to read the narrative memo.

    Record Keeping

    A "Scribe" must be assigned before the meeting starts; rotation is mandatory.

    Documentation

    Verbal decisions are invalid; only written minutes constitute the official record.

    Action Items

    Every task must have a single specific owner and a defined deadline.


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