These guidelines for meetings are endorsed by our senior leadership
so please use them:
- All employees are empowered to block out time in calendars free of
meetings and this is respected.
- All colleagues should avoid setting up meetings where possible if
time has been blocked out.
- We will block out the Defra lunch hour (12:30-1:30pm) in all R&W
employees.
- Before producing your invite consider if the whole team is required
or if a representative would work with notes to take away to present to
their team.
- All meetings have a clear agenda and purpose, circulated ahead of
the meeting to allow individuals to prepare and contribute effectively –
and will inform who is best placed to attend.
- Meetings should typically be no longer than 50 minutes, which allows
10 minutes comfort between meetings. Meetings that are longer than 50
minutes should include a 10-minute comfort break.
- Avoid multi-tasking and working on other documents allowing people
to be present.
- Using calendars correctly - accepting and declining meetings (select
to send a response this will update tracking) - tracking can then be
seen and it can be determined if the meeting should go ahead.
- A short readout and key points should be cascaded to relevant teams
asap after the meeting.
Some additional tips:
- You can set meetings to start at 5 past automatically (File >
Options > Calendar > Shorten appointments and meetings)