Meeting Discipline
Effective communication and collaboration are crucial for the success of any organization. Anyone's improper behavior will affect the emotions and experiences of other people in the meeting. Meetings should be treated as collective behaviors in public places, and there should be adequate respect and etiquette. We hereby propose general norms and guidelines for meetings to help us conduct every valuable dialogue better and more effectively.
Principles of Meeting Discipline
To promote meeting discipline at Hyletic, we adhere to the following principles:
Purpose and Agenda: Every meeting should have a clear purpose and a well-defined agenda. The meeting organizer should communicate the agenda to all participants in advance, allowing them to prepare and contribute effectively.
Time Management: Meetings should start and end on time. Participants are expected to arrive punctually and respect the allocated time for each agenda item. The meeting organizer should actively manage the time to ensure that discussions stay on track.
Active Participation: All participants should actively contribute to the meeting by providing input, asking questions, and sharing their expertise. The meeting organizer should encourage and facilitate participation from everyone, ensuring that diverse perspectives are heard.
Respectful Communication: Meetings should be conducted in a respectful and inclusive manner. Participants should listen attentively, avoid interrupting others, and use respectful and professional language. Disagreements should be handled constructively, focusing on the issue at hand rather than personal attacks.
Action Items and Follow-up: At the end of each meeting, action items should be identified and assigned to specific individuals with clear deadlines. The meeting organizer should document these action items and share them with all participants. Regular follow-up should be conducted to track progress and ensure accountability.
Best Practices for Meeting Discipline
To ensure effective meeting discipline, we recommend the following best practices:
Prepare and Review: Before attending a meeting, participants should review the agenda and any relevant materials. This will help them come prepared and contribute meaningfully to the discussions.
Stick to the Agenda: During the meeting, the organizer should guide the discussion according to the agenda. If new topics or issues arise, they should be noted for future discussion but not derail the current meeting.
Manage Speaking Time: To avoid domination by a few individuals, the meeting organizer should manage speaking time and ensure that everyone has an opportunity to contribute. This can be done through time limits or a round-robin approach.
Encourage Active Listening: Participants should actively listen to others' perspectives and avoid side conversations or distractions. This will foster a respectful and collaborative environment where everyone's contributions are valued.
Summarize and Document: The meeting organizer should summarize key decisions, action items, and next steps at the end of the meeting. This information should be documented and shared with all participants to ensure clarity and accountability.
Evaluate and Improve: Periodically, the team should evaluate the effectiveness of meetings and identify areas for improvement. This can be done through feedback surveys or open discussions. Continuous improvement will help optimize meeting outcomes and maintain a culture of discipline.
By implementing these principles and best practices, Hyletic can ensure that meetings are productive, efficient, and contribute to the overall success of the organization.
Other Discipline
Open your camera: During the meeting, the camera should remain open and your face should be fully visible. This is to better convey your expression and posture, reduce unnecessary misunderstandings, and increase the sense of participation in the meeting.
Use the headset: Using the microphone of the headset can reduce the reverberation caused by the sounds of other people in the meeting.
Mute when other's speaking: Although we strongly hope that your meeting place and the surrounding environment are quiet, we still cannot avoid the noise caused by some external factors (neighbor weeding, house decoration, etc.). Therefore, when you are not speaking, please mute your microphone.
Avoid receiving calls: It is forbidden to make and receive calls during the meeting. In case of emergency, please leave your seat to answer it.
Dress appropriately: Dress appropriately and elegantly, and must not wear clothing with discriminatory words or patterns to attend the meeting.