Rules of meeting

About this document

This is the document to define the rules of meetings. In order to have a meeting, each participant spends their time. Time is cost. So we always should think of return on investment. If you follow this rule, the productivity of meetings should increase.

Grand rules

• Never have a meeting without the purpose
• Only persons who have the reason should join
• Make it as short as possible (maximum should be 1 hour)
• During a meeting only 1 person speaks at the same time (listen to each other and respond at appropriate moments)

Before meeting

• Decide the purpose of a meeting
  • For decision or judgement
  • Share information
  • Brainstorming
• Decide the role of each participant
  • Facilitator
  • Timekeeper
  • Secretary (make the minutes)

*These don’t need to be the different person.

• Make the agenda and share with all participants in advance
• Announce the datetime

How to have a meeting

For decision or judgement

1. Declare the issue to decide or judge
2. Decide the decision-maker and the way of decision
   • Agreement by all
   • Decide by the decision-maker
   • Vote
3. Decide what to discuss and its time range
4. Discuss (Timekeeper manages the time with a stopwatch)
5. Summarize, conclude and decide
6. Share the decision with all participants and decide the next action if we have

Brainstorming

1. Declare the issue to decide or judge
2. Confirm the rule of brainstorming

*One idea on 1 sticker!

1. Raise ideas (Timekeeper manages the time with a stopwatch)
2. Group ideas (Timekeeper manages the time with a stopwatch)
3. Summarize ideas (Timekeeper manages the time with a stopwatch)

After meeting

• Secretary sends the minutes of a meeting asap.