Meetings and Meeting Invitations
Meetings should have a clear purpose and include the people necessary to accomplish that purpose.
When scheduling a meeting, employees should use Outlook or Microsoft Teams so that attendees can see the meeting on their calendars and respond to the invitation.
Meeting Invitations
Meeting invitations should include enough information for attendees to understand why the meeting is being held and what is expected of them.
When appropriate, include:
- A clear meeting title.
- The purpose of the meeting.
- Location or online meeting link.
- Relevant background information.
- Documents or links attendees should review.
- Decisions that need to be made.
- Any preparation expected before the meeting.
Employees should respond to meeting invitations when possible so organizers know whether they plan to attend.
If an employee cannot attend a meeting where their participation is important, they should communicate with the organizer rather than simply allowing the invitation to remain unanswered.
Scheduling
Before scheduling a meeting:
- Review attendee calendars when possible.
- Avoid scheduling over existing commitments without discussing the conflict.
- Allow reasonable travel time when attendees must move between campus locations.
- Reserve an appropriate room when meeting in person.
- Include an online meeting option when appropriate.
When a scheduled meeting changes or is canceled, the organizer should update the original invitation so attendees' calendars remain accurate.
Meetings Do Not Replace Documentation
Meetings are useful for discussion and decision-making, but important results should not exist only in someone's memory.
Significant decisions, assignments, requirements, or technical information resulting from a meeting should be documented in the appropriate ticket, project artifact, meeting record, or other official location.
This supports the documentation requirements established by the ISS Communications Standard.