diff --git a/docs/communication/international-meetings.md b/docs/communication/international-meetings.md new file mode 100644 index 0000000..f42775a --- /dev/null +++ b/docs/communication/international-meetings.md @@ -0,0 +1,46 @@ +# International Meeting + +To enhance meeting efficiency, we aim to minimize mandatory meetings and prevent scheduling meetings beyond regular working hours. + +The first instinct is to avoid meetings and work asynchronously. Then, we can have local meetings. + +However, there are times when we need to hold international meetings with multiple participants. +In these cases, it is important to ensure that the meeting takes place under favorable conditions, particularly when there are many participants. + +## International Meeting Schedule + +Instead of favoring those who speak the loudest, we have a more democratic approach to scheduling international meetings. We suggest the following: + +- We reserve the most precious time, 4-7pm CET from Monday to Thursday, for critical international needs. +- We establish a queue of topics and priorities, planning two weeks in advance with leaders. +- We use a Notion/GitHub page where anyone can propose topics or meetings. +- We hold a weekly top-management meeting to decide the allocation for the next two weeks. +- Exception: we should keep our public meetings regular. +- Anyone, can try using the unallocated slots, but there is a risk that they may be replaced by something else. + +This system allows us to adapt to changing priorities and ensures everyone has an equal opportunity to get the best slots. + +#### Example of cases: + +- Currently, AtomOne is a priority and deserves at least a weekly meeting at a convenient international time. Later, it could be held bi-weekly, monthly, or on an ad-hoc basis. +- Some team members are louder, while others are more discreet and consistently get postponed. + +#### Examples of international meetings include: + +- Company alignment meetings such as TownHall and AMA. +- Topic brainstorm meetings like Gno Launch, AtomOne, and GOR. +- We also reserve a specific time slot for teams to have parallel meetings. For instance, the weekly GNO core team sync on Monday is an ideal time for other teams to do the same. + +## Local Meetings for International Goals + +To enhance international collaboration, we suggest rotating meeting times to accommodate various time zones. Here's how it would work: + +- Every alternate week, one regional team (Europe, US, Asia) conducts a meeting while the other regions are off duty. The meeting is recorded, transcribed, and a summary is shared. +- The non-participating teams are required to review the content and cannot claim unawareness. +- The following week, another region follows the same process. + +In summary, we would have a virtual weekly meeting that lasts only one hour per week. Sometimes we actively participate, while other times we watch and provide comments asynchronously. + +It can work with different rhythms, but we must consider the viewing time as mandatory and choose the frequency based on the virtual meeting, not the local one. + +This can also be effective for public events.