DEFINING INTERNAL/EXTERNAL AND ONLINE/ON-SITE MEETINGS

INTERNAL & EXTERNAL MEETINGS

This defines the participants of the meeting

INTERNAL MEETINGS
An internal meeting is held only within the team or an individual of Attract Mode which in some cases, also include freelancers we collaborate with within the project
EXTERNAL MEETINGS
An external meeting is held between the team of Attract Mode and the client of the project

ONLINE & ON-SITE MEETINGS

This defines the location of the meeting

ONLINE MEETINGS
Online meetings are the most usual types given the hybrid platform of Attract Mode’s work model and due to some team members working remotely
ON-SITE MEETINGS
On-site meetings can be either only with internal participants but also with external participants which are held in the office

Meeting Participants

HOW DO I IDENTIFY WHO SHOULD BE IN THE MEETING?

Ask the account or project manager for all relevant participants that should be involved in the meeting
- For a quick overview of who the account manager is for each client, simply click this link
Every meeting should have a designated meeting lead that goes through each point written in the agenda
If it is a longer meeting held within a wider group, the meeting lead should be coupled with a designated note-taker
Depending on the meeting and the points listed down on the agenda covering certain disciplines, team leads and/or their department members have to be included as from the following list:
- Social Media – Polen
- Creative Services – Symon
- Campaign – Client dependant: Please refer to the account manager list

MEETING AGENDA

ALL MEETINGS HELD SHOULD HAVE AN AGENDA IN PLACE.
The agenda should provide a good indication of the duration of the meeting
- When the duration of the meeting is established with the talking points within the agenda considered, allow a good amount of buffer time for open questions of discussion in addition to what has been estimated
Before every meeting, a meeting document has to be composed by the meeting organizer to be shared with all relevant stakeholders for either internal or external purposes with the following points:
- Defining the goal of the meeting
- A list of topics to be discussed
- Open questions / blockers that need clarification
After these points have been defined, each stakeholder (internal/external) is then asked to contribute to any of the points listed within the document before the meeting

QUICK TIP: BOOKMARKING DATES FOR EACH MEETING

Using the date as the bookmark within the document is a great way to have an overview of all the meetings held.

To do this, take the following steps:

Highlight the date within the document
With the date highlighted, select Title within the formatting list

For the overview of the past meetings, simply click on the icon found on the left side of your screen which will then show you each date as bookmarks:

Alternatively, if it is a shorter meeting. Meeting takeaways and action items can be shared in the respective slack channels.

CHECKING FOR AVAILABILITY

First, ensure that you have access to the Outlook calendars of the core Attract Mode team as well as sharing yours. Do this by following this guide.
- Always make sure to go through each internal participant’s calendar to find a slot for your meeting to avoid overlapping/conflicting meetings
- If you need to reschedule your meeting, repeat the steps of going through the calendars to see available slots for internal participants
If the meeting has a higher priority than what you see slotted on the participant’s calendar, notify them and ask if they could reschedule their meeting to favor yours.

MEETING TOOLS

Used primarily within the core ATTRACT MODE team

Utilized for external meetings organized by the ATTRACT MODE team

The primary tool for text communication and small stand-ups using the huddle feature with selected freelancers in the platform

Mainly used for Asia based clients (eg. Tencent/Level Infinite)

Not always used but is an option should the client prefer this tool

MEETING ETHICS

PUNCTUALITY. PUNCTUALITY. PUNCTUALITY.
Test your lighting, audio and video hardware before joining the meeting.
When presenting, take all the visuals on your screen into consideration before the meeting and make sure that there are no confidential elements visible and only relevant documents can be seen.
When presenting, make sure that you are on slideshow/presentation mode.
If in a room with more than one individual, make sure that your microphone is muted if not in use.
Stick to the agenda.
If not able to make it to the meeting, immediately notify the participants and if possible assign a substitute to take notice of the relevant points discussed.