# Meetings Last updated: 2025-07-03 URL for this page: https://hackmd.io/@investinopen/meetings URL for this site: https://hackmd.io/@investinopen/how-we-work Our team uses synchronous face-to-face meetings to coordinate our individual and group tasks and projects, to plan ahead, to review our past work, and to discuss other relevant issues. Our online synchronous sessions supplement our asynchronous communication channels (Slack, Asana, Google Workspace, and email). ## Norms We strive to respect one another's time by - Setting meeting agendas at least 24 hours in advance. :writing_hand: - Arriving at meetings on time, or even a minute early. :alarm_clock: - Starting and ending meetings on time. :heartpulse: - Sticking to each meeting's purpose + agenda. :hammer_and_wrench: - Documenting proceedings and decisions. :heavy_check_mark: - Schedule without conflicts and ensuring relevant team availability. :spiral_calendar_pad: ## Cadence Although we work across several time zones and often asynchronously, our normal work week begins on Monday morning and ends on Friday afternoon. A description of our regular meeting types and cadence is below. ### One-on-ones Staff weekly/bi-weekly individual one-to-one meetings with one another and managers take place throughout the week. ### Standups We have regularly scheduled standup meetings for various groups within the team. This includes weekly standups for Programs, Development, Operations, and Engagement, as well as recurring meetings on current projects. These recurring meetings take place weekly, bi-weekly, monthly, or as needed. ### Weekly team meetings #### IOI Weekly Staff Meeting An "all-hands" meeting to discuss matters related to organizational efficiency and strategy across teams and ongoing projects. This is also a place for teammates to gain visibility into the work of others across the organization, identify and address blockers, and make cross-org decisions, as needed. #### Strategy work time A time for Leadership to discuss strategy work -- including funding asks, framing new work, and operationalizing our Strategic Plan. Additional staff may be added on an as-needed basis. #### Weekly cross-team meeting A Thursday cross-team 1.5 hour meeting space held for all-team meetings to discuss relevant and timley topics, such as retrospectives, work-time, brainstorms, etc. This space and time is available to be claimed and hosted by all team members. It is subject to release as needed. #### No meeting day Wednesday is our no meeting day. *If necessary, external calls may be scheduled as needed. Please be mindful of others' work time and needs, and receive confirmation of availability before booking.* --- ## Other meetings ### Onboarding new hires *See also: [Onboarding checklist for staff](https://hackmd.io/@investinopen/welcome)* ### Offboarding / exit meetings *See also: Offboarding checklist (under construction)* ### External collaborators See: IOI's guide to [meeting with external collaborators](https://hackmd.io/@investinopen/meeting-with-external-collaborators) --- ## Documentation ### Calendaring We keep track of our individual and group meetings -- both internal and external -- via Google Calendar (part of [Google Workspace](https://hackmd.io/@investinopen/tools-we-use#Google-Workspace)). We maintain an "IOI-Team" calendar that includes our team meetings, events and travel, national holidays, and staff PTO. :spiral_calendar_pad: ### Call notes #### Starting a new call notes document (if it doesn't already exist) We strive to keep all documents in the IOI Team Drive (with the exception of sensitive personnel and budget information, which is kept in IOI Management Drive.) If you're having a call, please search the IOI Team Drive to see if an existing call notes document exists already that we can add to. If not, please create a new document using the Call Notes template (File -> New -> From Template Gallery) and share with other colleagues who may be joining the call, as well. #### Steps for renaming + moving external call notes We strive to efficiently organize our meeting documentation so that it is easy to find and reuse. We also aim to annually archive notes that are inactive. If you plan to hold a formal IOI meeting with someone IOI has already met with in previous years, please find the notes document in the previous year's notes folder. You will then rename the file and move it into the current year's folder. Here is an example. **Step 1.** IOI met in 2022 with Jo Schmoe. Find the notes document in Google Drive (see illustration below). > ![last year notes position](https://i.imgur.com/9Bs0Hpp.png) . **Step 2.** Open the notes document and add a new section for your upcoming meeting on 2023-01-25 (see illustration below). > ![add new meeting date](https://i.imgur.com/nTJHLoG.jpg) . **Step 3.** Change the file name from <*JoSchmoe_CallNotes_2022-07-29*> to <*JoSchmoe_CallNotes*> (see illustrations below). Change old file name ... > ![last year to current filename transition](https://i.imgur.com/JwdqspW.png) . ... to new file name. > ![current notes file name](https://i.imgur.com/rewJMy4.png) . **Step 4.** Next, move the file from the previous year's folder to the current year's folder (see illustration below). > ![current notes position](https://i.imgur.com/z89H96S.png) ## Recordings - We do not record team meetings by default - unless at the request of a team member (e.g. who cannot attend a meeting and wants to catch up at a later time). Internal team meetings can be stored in Google Drive. - Where meetings with external stakeholders (i.e. not team members) are recorded: - the meeting can only be recorded with explicit concent from the participants in the meeting; - within 4 hours after the end of the recorded meeting, the recording should be stored in [Sync](https://hackmd.io/@investinopen/tools-we-use?type=view#Sync), and made accessible to all team sync accounts to ensure they're accessible. Where helpful, the person handling the recording should also share a link to that recording in the appropriate team Slack channel. (Also see [the infomation management guide](https://hackmd.io/@investinopen/info-management?type=view#Preservation) for more information.) --- ## See also - Archived copy of this page (via the Internet Archive's Wayback Machine): https://web.archive.org/web/*/https://hackmd.io/@investinopen/meetings --- **Acknowledgements**: We have found inspiration for meeting norms and structures in documentation by [GitLab](https://about.gitlab.com/company/culture/all-remote/meetings/), [JupyterLab](https://github.com/jupyterlab/team-compass), and others. Thank you! --- This page first published: 2022-05-09 --- <a rel="license" href="http://creativecommons.org/licenses/by/4.0/"><img alt="Creative Commons License" style="border-width:0" src="https://i.creativecommons.org/l/by/4.0/88x31.png" /></a><br />This work is made available under a <a rel="license" href="http://creativecommons.org/licenses/by/4.0/">Creative Commons Attribution 4.0 International License</a>. Users are free to share, remix, and adapt this work. (Please attribute [Invest in Open Infrastructure](https://investinopen.org/) in any derivative work).