3.4 Meetings: Hygiene and Conduct

A meeting is a surgical tool. Used correctly, it cuts through complexity, builds culture, and aligns the team. Used incorrectly, it bleeds the company of time and energy.
We operate on a simple principle: Meetings are for Interaction, not Consumption.
Do not call a meeting to read a spreadsheet line-by-line (Consumption).
Do call a meeting to debate the data, challenge the status, and align on the narrative (Interaction).

The Gatekeepers: Prerequisites

You are not permitted to book a "Working Meeting" unless you satisfy the Entry Criteria.

Rule 1: No Agenda = Automatic Decline

• An invite titled "Sync" or "Touchbase" without a description is operational spam.
• The Standard: Every invite must contain:
  1. Objective: What is the goal? (Decide / Brainstorm / Align).
  2. Agenda: The list of topics.
  3. Preparation: Link to the Dashboard or Pre-Read.
• The Right to Decline: If an invite lacks an agenda, employees are authorized to decline it.

Rule 2: The "Pre-Read" Mandate

• Context: We do not spend the first 20 minutes watching a presenter read slides.
• The Standard: Data (Dashboards, P&L) must be sent 24 hours in advance.
• The Meeting: We assume everyone has read the data. We start immediately with Q&A and Challenge. "I see the yield dropped—why?" is a valid meeting topic. "What is the yield?" is not.

In-Room Protocols: The Conduct

Once the door closes (or the Zoom starts), the rules of engagement apply.

Rule 3: No Tech (The Focus Law)

• Context: Multitasking is a myth. You are either contributing, or you are emailing.
• The Standard: In working meetings (decision/brainstorm), laptops are closed and phones are face down.
• Exception: The Scribe (note-taker) and Presenter.

Rule 4: The Facilitator and The Scribe

Every working meeting must have two named roles.

• The Facilitator: Owns the clock. Cuts off circular debates. Ensures the quietest person in the room speaks.
• The Scribe: Captures the "Decision Log." They record the Outcome.

The Status Update: Dashboard vs. Dialogue

There is a critical difference between "Reporting" (bad) and "Aligning" (good). We value Status Updates when they create human connection and opportunity to challenge.

The "Dialogue" Rule:

• Bad Status Meeting: Leader reads the dashboard. Team listens silently. (This should be an email).
• Good Status Meeting: Dashboard is visible. Team debates the implications.
  • Manager: "The dashboard says we are 90% done. I don't believe it. Who can prove it?"
  • Team: "We are blocked on X. We need help."
  • Value: This creates Direct Access to leadership and forces Intellectual Honesty.

Meeting Archetypes (The Menu)

Only four types of meetings are permitted. Know which one you are in.

Type	Purpose	Interaction Mode	Required Output
The Decision	Select Option A or B.	Debate & Vote	Decision Log (Option selected).
The Problem Solve	Generate ideas / Unblock.	Brainstorm	Idea List / Action Plan.
The Town Hall	Status & Alignment.	Broadcast + Q&A	Shared Context / Culture.
The Retrospective	Analyze past failure/success.	Honest Feedback	CAPA / Process Change.

Note on Town Halls: These are critical "Status Updates." Their goal is not just data transfer, but Participation. Every Town Hall must reserve ≥25% of the time for open Q&A to allow the team to challenge leadership.

The Closure: Definition of Done

A meeting is only "Done" when the output is generated.

Rule 5: No Minutes = It Didn't Happen

• The Standard: Action Items (Who/What/When) must be posted to the relevant Slack channel or Jira ticket within 1 hour.
• The Logic: If the agreement isn't written down, it will be forgotten. The written log is the binding contract.

Final Checklist

Requirement	Standard	Action if Failed
Agenda	Clear Objective	Decline Invite.
Pre-Read	Sent 24h in advance	Silent Reading (First 10 mins).
Status Update	Interaction Required	If no Q&A/Debate, cancel and send email.
Town Hall	Includes Q&A	Direct access to leadership is mandatory.
Output	Action Items (Who/What/When)	Meeting invalid. Re-do required.