Meeting and Email Guidelines
For a smarter communication, here are the Meeting & Email Guidelines from Smile Group Committee.
Every day, we all receive dozens of emails and are invited / participate to a lot of meetings throughout the day. We often ask ourselves the following questions:
Why am I receiving this email?
Why am I invited to this meeting?
Why are there so many people looped in this email?
Why are there so many people invited to this meeting?
Why having sent a 2 page email instead of having a quick 1-1 discussion which should have been more efficient!
I don’t need to be in all the "mail loops"!
I shouldn’t have participated in this meeting,
I can work in parallel of the meeting as I’m not necessary,
I spent all day in meetings that were not necessary and couldn’t manage this emergency…
Is there anything expected of me? …
And on the other hand, we sometimes think that we should have been informed, in the loop of emails to ensure appropriate decisions/information…
In addition, it has been estimated that a simple email emits 4 grams of CO2e and an email with an attachment emits 35 g of CO2e and having a meeting has direct and indirect cost for participants and for the company (energy, time spent, cost of meeting…).
In this context we, as the Smile Group Committee, have worked on a few guidelines for meetings and email efficiency, which aim at making us, the Smile Group, more productive ! As you will see many of these rules are common sense rules but it is good sometimes to remind them and share good practices to be more efficient together.
This rules are short & simple to become a part of corporate culture.
Please read these carefully and apply them to your daily exchanges.
Other steps on meetings & emails efficiency will be spread shortly.
The Smile Group Co
#emailvsmeetings - If any meeting can be substituted with email/chat, it must be done
#prepareyourmeeting - If a meeting is inevitable it should be well prepared and short
15 min meeting is not embarrassing
Invite as few participants as possible
No agenda = no meeting
Fewer items in agenda = better focus
No decision/action = meeting wasted
No Minutes of the Meeting (MoM) sent = meeting wasted
No action execution control = meeting wasted
For business review meetings and decisions making meetings, the organizer should write down a 1 to 3 pages note explaining the problem, introducing suggested solution, highlighting pros and cons and impacts
#havelessmeetings - A calendar full of meetings cannot be efficient