Establishing Meeting Norms

Meetings aren’t for updates - they’re where your culture is being built… or broken. In distributed, remote, & hybrid teams, meetings are key moments where team members experience culture together. That makes every meeting a high-stakes opportunity. Yet most teams stay in default mode - using meetings for project updates instead of connection, ideation, debate, and culture-building. Fixing meeting overload isn’t just about having fewer Zooms. It’s about rewiring your communication norms: ✔️ Do we know when to communicate synchronously vs. asynchronously? ✔️ Are we using async tools that give transparency without constant live check-ins? ✔️ Have we aligned on our team values and expected behaviors? 💡 3 ways to reduce meetings and make the remaining ones count: 1️⃣ Co-create a Team Working Agreement. Before you can reinforce values, your team needs to define them. We’ve spent hundreds of hours helping teams do this - and have seen measurable gains in team effectiveness. Key components: ✔️ Shared team goals ✔️ Defining team member roles ✔️ Agreed-upon behaviors ✔️ Communication norms (sync vs. async) 2️⃣ Begin meetings with a connection moment. Relationships fuel trust and collaboration. Kick things off with a check-in like: “What gave you energy this week?” Or tailor it to the topic. In a recent meeting on decision-making norms, we asked: “Speed or certainty - which do you value more when making decisions, and why?” 3️⃣ Make team values part of the agenda. Create a ritual to recognize teammates for living into the team behaviors. Ask the question: “Where did we see our values or team agreements show up this week?” And check in on where could the team have done better. Culture doesn’t happen by accident - especially when your teams are spread across time zones, WFH setups, and multiple office sites. Your meetings can become a powerful tool to build culture with intention. Excerpt from the Work 20XX podcast with Jeff Frick

Silence is not the absence of thought or engagement. It is often the incubator of great ideas. As someone who is naturally more reserved and quiet, I've often stumbled to speak in meetings, especially early on in my career. The louder voices tend to dominate the room, creating an intimidating environment where contributing feels akin to entering a yelling contest. Over time, I moved past this by developing my own strategy including preparing points beforehand, gathering my thoughts before speaking, writing detailed notes and sending them out after meetings, and asserting myself in a calm manner that felt natural to me. I wanted to write this post as a reminder for those who often hold the metaphorical microphone, to make room for the quieter voices in meetings. These individuals, often younger or part of minority groups typically bring unique observations, shaped by their distinct experiences. You can make meetings more inclusive by: 1. Establishing Company Meeting Norms: This can involve setting expectations for how meetings are conducted, including scheduling, setting agendas, participant list, rules of engagement and making it a must to distribute relevant information in advance, allowing everyone to come prepared. This also makes them more efficient ;) 2. Assigning a Facilitator: It's useful to have a designated person for each meeting to ensure smooth operation. They take on this role to ensure different opinions are heard, notes & action items are taken, and overall, that the meeting runs both efficiently and effectively. This role alternates between meeting attendees, and creates a collective sense of responsibility. 3. Creating Space for Silence: Instead of rushing to fill every moment with words, allow moments of silence after prompts and issues/challenges are presented. This gives people a chance to process information, formulate their thoughts, and contributes to a less pressured environment, often allowing for a more conclusive conversation. How do you include quieter voices in your meetings/team discussions? Share your strategies below! 👇🏼

A former colleague told me they were rushing through their children's bedtime stories so they catch up on work at 10pm. This is what their diary looks like. They block out time for deep focus and it gets colonised by people who carelessly create meetings because that's the norm for how humans communicate virtually. Each meeting generates a new set of tasks that they can only do at night because their work day is back to back meetings. If this is your day, it's time to take back control. Here's a six step process to create a new meeting culture: ⚡ Start with “Why”: Cancel (or convert to async) if it isn't absolutely necessary to converse in person ⚡Default to async: Use shared docs, dashboards, or Loom-style video for status updates ⚡Trim the room: Invite only the true decision‑makers (think two‑pizza rule) Cap the clock: Default to 15‑minute huddles; expand only when essential ⚡ Protect focus time: Encourage your team to have “no‑meeting” days ⚡Request an agenda: Feel free to decline if it’s missing or vague ⚡ Sunset the stale: Audit recurring meetings every quarter and retire the non‑productive The purpose of work for most people is so they can enjoy precious moments with their children. If we all agree to do meetings unless they are truly necessary, then we all have less meetings.

How many times have you left a meeting thinking, "What was the point of that?" It's too many to count for me. Meetings without a clear purpose - where attendees leave with no new information, decisions or action- are frustrating and painful. And yet, many view these meetings as essential for collaboration and information-sharing. But is that really what happens at those meetings? How do organizations end up stuck in this cycle? Often it’s habit - regularly scheduled meetings that have long lost their initial intent but continue because “that’s how it’s always been done.” Leaders might feel compelled to hold these meetings because they think they should, or because their predecessors did. The cost is immense. Poorly managed meetings not only interrupt focus time but drain energy, engagement and productivity. According to research, executives spend an average of 23 hours a week in meetings. Over 70% of senior managers say meetings are unproductive and inefficient. Additionally, 65% said meetings prevent them from completing their own work. Another study found that ineffective meetings lower employees’ job satisfaction. This is a challenge I’m working on with a couple organizations. Here are a few high level remedies to transform meeting culture: 1. 𝗘𝘃𝗮𝗹𝘂𝗮𝘁𝗲 𝘁𝗵𝗲 𝗡𝗲𝗰𝗲𝘀𝘀𝗶𝘁𝘆: Regularly assess whether each recurring meeting is necessary. Could the goals be achieved through another mode of communication? If a meeting no longer serves a clear purpose, it’s time to let it go. 2. 𝗗𝗲𝗳𝗶𝗻𝗲 𝘁𝗵𝗲 𝗣𝘂𝗿𝗽𝗼𝘀𝗲: Clearly state the meeting’s objective with every invite. Is it to decide, inform, or brainstorm? Identifying the expected outcome helps keep the discussion focused. 3. 𝗦𝗲𝘁 𝗠𝗲𝗲𝘁𝗶𝗻𝗴 𝗡𝗼𝗿𝗺𝘀: Establish clear rules about what information will be shared, when, and how. Designate a leader or facilitator. Define expectations for engagement. 4. 𝗖𝗼𝗻𝗰𝗹𝘂𝗱𝗲 𝘄𝗶𝘁𝗵 𝗖𝗹𝗲𝗮𝗿 𝗡𝗲𝘅𝘁 𝗦𝘁𝗲𝗽𝘀: End every meeting with a summary of decisions and assign action items with deadlines. This ensures everyone knows what is expected of them. Meetings should drive progress, not hinder it. If they’re not adding value, it’s time to rethink your meeting norms and processes. What’s one practice or norm that makes your organization’s meetings productive? Share your tips below.

"Bloated meetings waste time. We need better norms" - Adam Grant Meetings, in theory, should foster collaboration, drive decision-making, and propel projects forward. However, the reality is often starkly different. Many meetings can be bloated with too many attendees, vague agendas, and lack clear objectives. This can not only lead to a waste of time but also contributes to team burnout and decreased motivation. Meetings need a Clear Purpose and Goals Without them, it's fair to ask if the meeting should have just been an email. A purpose is the foundational reason why a meeting is convened. It's the 'why' behind gathering a group of folks in a room or a virtual space. In contrast, a meeting objective is more about the 'what' - the specific outcomes or goals you want to achieve by the end of the meeting. While a meeting generally has one overarching purpose, it can have multiple objectives. As a manager I know that not all meetings are of course as clear-cut, but a clear purpose and goals help so much. Inviting the Right People An important step to efficient meetings is ensuring that the right people are in attendance (e.g. with relevant expertise or a clear purpose to be there). This focus on relevance ensures that discussions are fruitful and decisions are made efficiently. By limiting the number of attendees, we also respect everyone's time and contributions, making meetings more targeted and effective. There's nuance here (e.g. "right" can be inclusive of juniors, more diverse perspectives etc. but aligned w/purpose) Async Updates: The Efficient Alternative Not everyone needs to be in the meeting to stay informed. Providing async updates (email, docs, Slack) or even updates post-meeting can keep others in the loop without consuming their time in a meeting where their input isn't necessary. This approach also allows for a written record of decisions and action items, which can be referenced later. Empowering Declines Giving team members the permission to decline meeting invites when they feel their contribution isn't critical is a powerful step towards efficiency. This empowers folks to manage their time effectively and ensures that only those who are essential to the conversation are present. Fostering Active Participation When folks are in a meeting, their active participation should be encouraged. This means creating an environment where everyone feels comfortable sharing ideas and opinions. Active participation ensures that if someone is in the meeting, their voice is not just heard but is also needed. Conclusion Let's champion a work culture that values efficiency and productivity, leading to motivated teams and successful outcomes. #productivity #motivation #work #growth Illustrated by: Marketoonist

Mastering Remote Workforce Meetings: Best Practices and Etiquette Bottleneck Distant Assistant has been meeting remotely since 2018 and they've learned a lot about remote-based workforce meetings. Here are some best practices and etiquette guidelines to ensure your remote workforce meetings are productive, engaging, and respectful: 1. Set Clear Objectives: Start every meeting with a clear agenda outlining the purpose, goals, and expected outcomes. This helps participants understand the importance of their attendance and ensures everyone stays focused. 2. Choose the Right Tools: Select reliable video conferencing and collaboration tools that suit your team's needs. Ensure everyone has access and is familiar with the chosen platform to avoid technical hiccups. 3. Establish Meeting Norms: Define ground rules for participation, such as muting microphones when not speaking, using the chat feature for questions, and raising virtual hands to indicate a desire to speak. This fosters an organized and respectful environment. 4. Mindful Timing: Be mindful of time zones when scheduling meetings to accommodate participants from different regions. If unavoidable, rotate meeting times to ensure fairness and inclusivity. 5. Prepare in Advance: Share relevant materials, documents, or pre-reads ahead of time to allow participants to come prepared. This promotes meaningful discussions and efficient use of meeting time. 6. Encourage Participation: Actively engage all participants by inviting their input, encouraging questions, and acknowledging contributions. Use icebreakers or check-ins to foster camaraderie and connection among team members. 7. Facilitate Smooth Transitions: Transition between agenda items smoothly and effectively. Use visual cues or a designated facilitator to guide the flow of the meeting and ensure everyone has an opportunity to speak. 8. Manage Discussion Dynamics: Monitor participation levels and ensure quieter voices are heard. Encourage balanced contributions and intervene if necessary to prevent dominating behaviors. 9. Respectful Communication: Foster a culture of respect and professionalism by refraining from interrupting, speaking over others, or engaging in inappropriate behavior. Emphasize active listening and empathy in all interactions. 10. Follow Up and Follow Through: Summarize key takeaways, action items, and next steps at the end of the meeting. Send out meeting minutes promptly and ensure accountability by following through on commitments made during the meeting. By adhering to these best practices and etiquette guidelines, you can elevate the quality of your remote workforce meetings, foster collaboration, and drive meaningful outcomes in a virtual setting. Remember, effective communication lies at the heart of successful remote teamwork. #remoteworkforce #hireavirtualassistant #hireadedicatedassistant #remotework #videoconference

🧠 Workplace Bullying in Meetings: What It Looks Like & How to Prevent It Meetings should be spaces for collaboration, not intimidation. Yet for many—especially neurodivergent professionals—meetings can become environments where workplace bullying subtly or overtly takes place. 🚩 Overt Signs of Bullying in Meetings • Interrupting or talking over someone repeatedly • Publicly criticizing or mocking ideas • Excluding someone from decision-making or discussions • Using aggressive tone or body language • Making dismissive comments about someone’s communication style 🕵️♀️ Covert Signs of Bullying • Ignoring someone’s contributions or failing to acknowledge them • Scheduling meetings at times that exclude certain individuals • Using inside jokes or cultural references to isolate others • Withholding information needed to participate meaningfully • Creating a hostile atmosphere through subtle sarcasm or eye-rolling These behaviors may seem minor in isolation, but over time they erode trust, confidence, and psychological safety. ✅ Structuring Psychologically Safe Meetings To foster inclusion and respect, consider these strategies: 1. Set Clear Norms: Establish expectations around turn-taking, respectful listening, and inclusive language. 2. Use Agendas: Share them in advance so everyone can prepare—especially helpful for neurodivergent team members. 3. Facilitate Equitably: Ensure all voices are heard. Use round-robin formats or chat-based input to reduce dominance. 4. Follow Up Thoughtfully: Summarize decisions and invite feedback asynchronously for those who process differently. 5. Model Empathy: Leaders should actively validate contributions and address microaggressions when they occur. Creating safe spaces isn’t just good practice—it’s essential for innovation, retention, and well-being. Have you experienced subtle exclusion in meetings? What helped you feel more included? #Neurodiversity #WorkplaceBullying #PsychologicalSafety #InclusiveLeadership #AutismAtWork #InstructionalDesign #MeetingCulture