Meeting Time Guidelines


Here are some guidelines that might help people choose good meeting times. The network team has a rough consensus that they are useful.

This is not a team policy: network team members are free to choose their meeting times however they like.


These guidelines help the Network Team find meeting times that work for most or all of the staff in the Network Team.

Smaller groups can use whatever process works for them.

Anyone is free to use a different process for whole team meetings. (But it should be quick, and it should give us good meeting times.)


The Network Team has agreed meeting times every week, which are kept up to date on our wiki page:

We regularly adjust these meeting times, based on daylight saving time, and staff availability.

When we use other methods to find a meeting time, we often end up using one of the agreed meeting times anyway. But we can spend a lot of time discussing the best time, doing polls, or waiting for other people to respond.

These guidelines can help us choose good meeting times, and choose them faster.


0. Who Needs To Be At The Meeting?

Work out who needs to be at the meeting, and which timezones they are in.

1. Choose A Time

Look at the list of Team Meeting times on the Network Team wiki:

Just look at the times - ignore the days of the week.

Choose the time that works for the people who need to be at the meeting. We use strikethrough to show times that people are probably asleep.

If everyone in the team needs to be at the meeting, choose the "Monthly retrospective" time.

2. Choose Some Dates

Choose some possible meeting dates.

If the meeting isn't urgent, try to pick dates a week or two in advance, so people have time to respond.

If you need people in the Americas, avoid Monday morning UTC. If you need people in Asia-Pacific, avoid Friday afternoon and evening UTC.

3. Ask People

Email the network-team list, or ask about the proposed times and dates at the next team meeting. (Or at a more specific meeting.)

4. Use A Poll

If you can't find a time on the list, or at the meeting, use a poll.

Use Steps 0-2 to find times and dates for that poll. Choose times that are near our agreed meeting times. Don't choose times when people will probably be asleep.

5. Who Can Use This New Process?

This process is designed for Network Team meetings, that involve most Network Team staff. Smaller groups can use this process if it is helpful, or arrange their own meeting times.

6. What If This Process Doesn't Work?

Anyone is free to use a different process.

Sometimes, we might ask people why they used a different process, so we can keep these guidelines up to date.

Last modified 9 months ago Last modified on Feb 3, 2020, 12:34:57 PM