Meeting Guidelines for Internal and External Calls
1. Purpose
This Standard Operating Procedure (SOP) outlines expected behaviors and etiquette during meetings to promote clarity, focus, and productive collaboration across internal teams and with external stakeholders.
2. Benefits of Following Meeting Guidelines
Adhering to these guidelines ensures:
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Engagement: Encourages active participation and attention from all attendees.
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Clarity: Reduces misunderstandings by promoting real-time clarification of doubts.
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Efficiency: Keeps meetings on track and productive by minimizing distractions and passive attendance.
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Professionalism: Maintains a consistent and respectful environment in both internal and client-facing interactions.
3. Meeting Guidelines
1. Camera On by Default
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All participants are expected to have their cameras turned on during meetings.
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This promotes a sense of presence, accountability, and engagement.
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Exceptions may be made for technical or personal reasons, but should be communicated in advance if possible.
2. Be Fully Present
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Participants should give their full attention to the meeting:
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Avoid multitasking.
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Refrain from using phones or checking unrelated messages.
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Be prepared and review relevant materials in advance.
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If attending from a noisy or shared space, use headphones and mute when not speaking.
3. Ask Questions When Things Are Unclear
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If something is not clear, speak up during the meeting.
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Clarifying questions are encouraged and contribute to shared understanding.
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There is no need to wait until after the meeting—real-time clarification benefits everyone.