Meeting etiquette - Digital Services Division

Strategic alignment

People
We value our people and want to support wellbeing and engagement with colleagues as we hear and act on your views. This initiative has resulted from your responses to the DSD Meeting etiquette survey.

Data driven decisions
Use data where possible to reach decisions. If the data is clear, consider if a meeting is really needed. If not, ensure attendees have data available before and during the meeting to inform decision making & accelerate outcomes.

Agility
We support our people to work in an agile and sustainable way. This meeting etiquette, and other initiatives, will be reflected on at key intervals to ensure they are having the desired outcomes, and adjusted where they aren’t.

Technology
Make the best use of available technology & functionality to save time and effort, have more effective and interactive meetings, and to engage with staff and stakeholders alike.

Meeting types

Meeting type	Points to consider
Events	Large group Broadcasting information Webex Events functionality Chair & Panel Consider recording
Training / knowledge sharing	Small group Transferring knowledge and skills Interactive Webex breakout rooms
Governance / decision-making meeting	Small-medium group To make a decision on a specific topic Evidence based Interactive
Team meetings	Small group Regular Sharing progress and blockers on team tasks Refining processes Keeps teams connected
Engagement / informal	Any size E.g. car-share, team lunch and tea-break meetings 1-2-1s Purpose is engagement and enhanced wellbeing

Guiding Principles

1. Own the meeting

• Owner: Share the purpose, agenda with timings, and outcomes with attendees.
• Owner: Invite minimum number to meet the purpose e.g. appropriate representatives rather than whole teams
• Owner: Ensure any required decision makers have accepted the invitation.

2. Do your homework

• Owner: advise of any preparation, background reading etc. needed and provide these documents in advance.
• All: Take documents as read, rather than walking through during meeting.
• Participant: Respond to the meeting invitation.
• All: Plan time before the meeting to prepare.

3. Know your purpose

• Owner: State the purpose at the start of the meeting.
• All: engage and take part to achieve the purpose.
• Owner: Revisit the purpose at the end of the meeting.
• Owner: Did we achieve what we need to achieve? If not what are next steps.

4. Use time wisely

• Owner: Decide max time for purpose knowing that concentration is easier for no more than 50mins.
• For meetings >50mins plan 10min break / hour.
• Leave 10 min gap at end e.g. 1000-1050
• Owner: Start and finish meeting on time.
• All: Join on time. Help owner stick to time.

5. Focus on outcomes

• Owner: Agree actions and owners.
• Owner: Ensure decisions are documented with decision-making authority.
• Owner: Ensure any actions & outcomes are documented.
• Engagement is a valid outcome!

6. Use technology

Make the best use of the technology & functionality available e.g.

• Video
• Optional / required attendees (MS Outlook)
• Breakout groups (Webex)
• Chat function (Webex)
• Panel Members / Polling questions (Webex events)

7. Stay engaged

• Be present and attentive, especially when remote.
• Video on, where possible, particularly in small groups - helps connection.
• Share your knowledge, experiences and opinions.
• Let others speak.
• Raise your hand if needed.

Dos and Don'ts

Do

1. Reply to meeting invitations so the host knows who will attend
2. Build in a 10 min break every hour
3. Invite only the people who need to be there, choose representatives from areas/teams
4. Share a detailed agenda with timings for every slot - use the DSD template*
5. Issue/read background information before attending
6. Start the meeting well: state the purpose and walk through the agenda
7. Stick to the times and topics on the agenda
8. Note any actions using the DSD Template*
9. Be present and engaged
10. Close the meeting well: summarise actions, decisions, and next steps

Don't

1. Hold a meeting, when an email would do
2. Show up for meetings unprepared
3. Invite a cast of thousands who are not needed
4. Let topics and meetings run over
5. Book meetings in calendars when required attendees aren’t free
6. Ambush people with last minute meeting invitations and no time to prepare
7. Book meetings between 1230 and 1330, where possible avoid the times 1200-1400, before 0900 and after 1700
8. Multi-task during meetings
9. Talk over others in meetings, let everyone speak
10. Be shy if you have the knowledge or input needed on a topic - use the raise hand functionality