6  Meetings, Collaboration & Project Management

6.0.1 Meeting Hygiene

  • Every meeting needs an agenda (share ≥ 12h in advance where practical), an owner, and intended outcomes.

  • Start on time; end with decisions and owners. Share notes/recording in the relevant channel/task.

  • Prefer short, focused sessions; convert recurring status meetings to async when possible.

6.0.1.1 Additional Pointers:

  1. Put the agenda in the calendar invite.

  2. End with “Decisions” and “Owners”; schedule follow‑ups only if needed.

6.0.2 Collaboration Norms

  • Use Slack as the single source of truth for tasks, scope, and dates.

  • Keep tasks small, with acceptance criteria and test notes.

  • Use RFCs(Request for Comments) for significant design decisions; record approval.

6.0.2.1 Additional Pointers:

  1. Code review: acknowledge within one working day; leave actionable comments.

  2. Definition of Done includes docs and tests; not just merged code.

  3. Use meaningful commit messages referencing task IDs. See this guide

6.0.3 Blocker & Escalation Flow

  • Post blockers in #i-am-blocked with: context, what you tried, links, and the decision needed.

  • If unaddressed within 2 working hours during overlap, @mention the project lead.

  • If still blocked by EoD, escalate to the manager and record in the PM tool/Slack; consider a short sync call.

  • After resolution, add a one‑line lesson learned in the thread and link to the relevant doc.

6.0.3.1 Additional Pointers:

  1. Include: desired decision/date, what you tried, and specific ask.

  2. If a blocker is external (client/vendor), log the dependency and due date.

  3. After resolution, capture a one‑line lesson and tag #learning-lounge if broadly useful.

6.0.4 Meeting Etiquette

  • Meeting Types: Decision (short, outcomes‑focused), Working Session (pairing), Office Hours (drop‑in Q&A), Demo (show & tell). Label the type in the invite title.

  • Consent & Recording: Let attendees know when recording; avoid sensitive details if recording isn’t allowed by client policy.

  • Facilitation: Start with desired outcome and success criteria; timebox topics; do not explore off‑topic items.

  • Pairing Cadence: For complex work, schedule 25–50 minute pairing blocks; rotate driver/navigator; capture decisions in the task.

  • PR Etiquette: Prefer small PRs (<300 lines changed), clear titles, and checklists; reviewers respond within one working day.

  • DRI (Directly Responsible Individual): Every decision/task has a named DRI; publish it in the task and notes.