Overall: Use writing to build context and discuss async before the meeting. 1-on-1s: Talk about the awkward issues - don’t cancel or move this too much. Team meetings: Have an agenda and ask team members for topics ahead of time. Ad hoc meetings: Nobody likes these - use them only as a last resort. Product reviews: Have an informed opinion and discuss the real risks.
Start with why. Define the goal of the meeting (e.g., “make a decision on X”) and only invite people who can contribute. Clarify who the decision maker is. Share a doc one day before. Write a clear and concise decision doc and ask people to read and discuss async in the doc before the meeting. Discuss only open issues live. It’ll be clear which issues remain unresolved from the async discussion in the doc. Screen share and take notes. This helps people feel heard and keeps discussions focused. Recap and share notes right after. A few bullet points on next steps with a link to the doc will do it.
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