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====== Meeting Guidelines and Etiquette ======
===== Guidelines and Etiquette for Internal Meetings for Hosts ====
==== Before the Meeting ====
  * Agenda
    * Determine meeting objective “At the close of this meeting, I want the group to…”
    * Make sure the agenda is specific.
    * Phrase topics as questions rather than general discussion points.
    * Post agenda in the meeting invite.
  * Scheduling
    * When possible, schedule meetings at least 3 days in advance.
    * Use the Outlook Scheduling Assistant to make sure participants and the room is available.
    * Allow appropriate time to cover your agenda.
    * For meeting that require more than 2 hours, schedule multiple meetings.
  * Materials
    * Include any background material that should be read prior to the meeting and send in the meeting invite.
    * Be prepared (have materials and accurate data available in a format that is easy to digest in a meeting environment).
  * Invitations
    * Only invite participants that need to be there – (recaps can be sent to other team members not at the meeting).
==== During the Meeting ====
  * Time
    * Be on time, start and end the meeting on time and stay on topic per the agenda. At the beginning of the meeting, explain you expect everyone to focus their discussions on the agenda. Further, explain that this rule will help the meeting stay productive and end on time.
    * If you see the discussions exceeding the time, make a note for further discussion and schedule a new meeting.
  * Goals
    * Begin the meeting with the goals of the meeting and what decisions you expect to have made by the end of the meeting.
  * Controversies
    * If you expect the meeting to be controversial, remind participants at the start of the meeting of the rules and to be fair to everyone.
    * As the host, you will be in charge of keeping the meeting on topic. This role can also be deferred to the General Manager if necessary.
  * Staying on Topic
    * When someone raises an interesting point that does not relate to the agenda, say the following: “Thank you for that point, Tim. However, that topic goes beyond the purpose of this meeting. Let me write down that item and so we can explore that point at the right time.
  * Encourage participation
    * Ask ALL participants to voice their opinion even if they do not request it. If certain people are dominating the conversation, make a point of asking others for their ideas.
  * Note taking
    * If necessary, designate a note taker so you can focus on leading the meeting.
  * Respectful
    * Always be respectful of your team members, be empathetic to their point of view even if you do not agree, ask for facts. If necessary, halt the meeting and reschedule when more research is needed.
  * Closing
    * Note action items, assign them to a person, and agree on a deadline.
    * Close with a strong positive statement.
    * Thank the participants for their opinions especially when you disagree and acknowledge everyone’s efforts.
    * Summarize key decisions to make sure everyone is agreed what was decided.
==== After the Meeting ====
  * Email
    * Always send an email within 48 hours of the meeting recapping decisions made to participants and other relevant people.
    * CC the GM (These are logged for future reference).
===== Guidelines and Etiquette for Internal Meetings for Participants =====
===== Before the Meeting =====
  * If you are invited to a meeting and feel that you have nothing to contribute, contact the host prior to the meeting to see if your presence is necessary.
  * Be prepared, review the agenda and any background material and make notes and questions prior to the meeting.
===== During  the Meeting =====
  * Be on time.
  * Take notes - bring a copy of the agenda and use that document to guide your note taking.
  * Challenge yourself to find new ideas.
  * Keep an open mind.
  * Plan on listening 80% and speaking 20%.
  * Respect the host, as tomorrow it you may be you.
  * Stay on topic.
  * Respectful criticism of the proposed actions or ideas is healthy. Avoid criticizing the other participants or their abilities in a group meeting. This is damaging to morale and future contributions from members will suffer.
  * Request more information if the host does not provide it.
  * One person talks at a time. Avoid interruptions and side conversations.
  * Signal the host if you want to make a counter point.
  * Turn off walkie-talkies and silence mobile phones.
  * Food is kept out of meetings.
  * Keep comments professional.
  * Stay for entire meeting.
===== After the Meeting =====
  * Focus on the decisions made in the meeting and items that require further investigation or action on your part.
  * Enjoy the opportunity to learn, grow, and succeed as a member of the PICNIC TIME FAMILY
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