Meetings

Meetings should be efficient, respectful, and effective. To avoid meeting fatigue and ensure everyone’s time is valued, we follow these core principles.

Preparation & Scheduling

  • Own your meeting: If you schedule a meeting, you are responsible for it.
    • Always provide a clear agenda and define the expected outcome.
    • If the agenda or outcome is unclear, postpone the meeting to clarify first.
  • Meaningful titles: We have grown, and inside jokes (“meta-humor”) don’t work for everyone anymore. Use clear, descriptive titles and add a short description. This helps people understand what the meeting is about and allows them to opt out if they can’t add value.
  • Timeboxing & breathing room: 8 working hours should not be 8 meeting hours.
    • Schedule 45-minute (or 25-minute) meetings instead of 60 (or 30), so everyone has time for a quick coffee/bathroom break.
    • Leave time to process meetings and work on action items. It’s okay to decline or opt out if you’re not sure you can contribute.
  • Commit to your invites (RSVP): Don’t leave meeting invitations hanging. Actively accept or decline as early as possible so the organizer can plan accordingly. “No response” is not an option.
  • The 75% rule: If 75% of the invitees can attend, the meeting takes place. Postponing or cancelling is usually more expensive — another reason why active RSVP is crucial.

During the Meeting: Focus & Respect

  • Facilitate your meeting: As the owner, guide the conversation to keep it efficient, focused, and effective. If you need facilitation methods or structure, ask one of our Org developers for support.
  • Be on time: Be punctual for recurring team meetings (like your Daily). These happen according to the shared thomann.io calendar (or team calendars). If changes occur, you will be notified.
  • No multi-tasking: People took time out of their day to meet — treat that with due respect.
    • Don’t type away in Slack while on a call.
    • Don’t pick up the phone unless it’s an emergency.
    • If you have nothing to contribute, speak up and leave instead of zoning out.

Calendar Hygiene & Reflection

  • Cancel on time: Cancel your appointments when you take vacation. If possible, also do this when sick or traveling (especially if you might get stuck with “WIFIonICE”).
  • Monthly review (recommended): At least once a month, reflect on your meeting schedule. Prioritize commitments and opt out where possible. This is a helpful personal routine to protect focus time — not a strict company requirement.
  • Voluntary transparency: Consider making your calendar publicly accessible to improve collaboration, transparency, and accountability. This is entirely voluntary; we respect individual privacy preferences. A detailed guide on how to make your calendar public is available in Notion.