To improve meeting practices and respect everyone’s time, the following points should be followed consistently, while maintaining flexibility for urgent or ad hoc situations.
Agenda & Context
Every calendar invitation needs to include a clear agenda or relevant context. This ensures meetings are purposeful and allows all participants to come prepared. If a meeting invite lacks this information, participants may request to reschedule to ensure maximum productivity. Meeting organizers should ensure that meetings they schedule always include the necessary context and/or agenda.
Preparation
To make the most of everyone’s time, all participants are expected to come fully prepared—whether that means reviewing necessary documents or completing tasks in advance. If it becomes apparent during the meeting that additional preparation is needed, the meeting may be paused and rescheduled to ensure the best possible outcome.
RSVP
To help with scheduling and time management, an RSVP is required at least 24 hours in advance for planned meetings. If no response is received, it will be assumed the invitee is unable to attend and the meeting may be adjusted accordingly.
For urgent or ad hoc meetings, it is understood that an agenda may develop during the meeting, preparation might not always be feasible, and RSVPs may not be practical. In these cases, flexibility will be maintained and adjustments made as needed.