Engineering teams that believe in light meetings

We’re on the Maker’s Schedule.

We like deep work and see meetings as ways to get people on the same page and remove blockers. Most of our communication is done over Slack and in Basecamp, where people have time to read, digest, and think about a response. We also do plenty of ad hoc video calls when that makes sense.

We currently don’t have any regularly scheduled meetings in engineering. As the team grows, we’ll likely add a bit more structure here. However, we will always prioritize deep work and will never meet just to meet.

We have light meetings by design.

Meetings are special and valuable times to discuss things as a group that would otherwise be impossible to do through 1-1s or asynchronous communication channels. More informally, we communicate with one another using our own product, Coast (dogfooding) so that we can respond to and digest information at our own pace. We’ll have ad hoc in person/video meetings if it helps us to get unblocked.

You can expect to attend ~2 hours of meetings each week. Our only regular meetings include:

• Daily 10-minute stand-up
• Weekly 30-minute kick off meeting on Mondays: to review priorities for the week, review data about product
• Weekly 1-hour on Friday: for reviewing the week’s work, demos, and/or a retrospective on the week

In-person meetings can be distracting so we ensure that everyone in a meeting is prepared in advance. Whoever is holding the meeting is responsible beforehand to prep people and create a realistic agenda for decisions to be made.

As engineers, it’s important to have uninterrupted blocks of flow.

Aside from a weekly sprint-planning and all-hands meeting, we do our best to avoid regular, mandatory meetings. As a company, we have a short (<5-minute) stand-up every morning at 10AM, but the way we stay in tune with what everyone is working on is through our demos once every other week. Instead of meeting to tell everyone what we’re currently working on, we spend time showing what we’ve built. Engineers demo their new features, ops showcase their new models, and our provider interaction team shares the new scripts they’ve written. (Show and tell is still as exciting as it was when we were younger!) It’s natural to go into a meeting-heavy state, so we are constantly fighting against that and making sure engineers have the schedules they need to work effectively.

We have two regularly scheduled meetings every month. That’s it.

Our all hands meeting takes place once every 2 weeks. All other meetings are intentionally done ad-hoc. In general, we prefer communicating in Slack and in person. We default to asynchronous communication in Slack or Github issue as a first step. When meetings need to happen we keep them small to the key decision makers and strive to make decisions in the room (not necessarily by consensus, but more often via disagree and commit).

We don’t have any meetings after 12pm.

We introduced this policy in order to protect the maker’s schedule (if you haven’t already, read Paul Graham’s influential essay on this). At Plastiq, any meeting with engineers must happen before noon time. This way, engineers have a large contiguous block of time to build software. As a result, engineers have all of there meetings between 10am and 12pm, starting with our 10am Daily Checkpoint meeting. Instead of scheduling ad hoc meetings, we use this daily forum to discuss specific items as a team.

Check out this blog post to learn more about our meeting culture at Plastiq.

We use RAPID decision making framework and do most of our communications on Quip. We never hold a meeting without a clear agenda. The only mandatory meetings you’re expected to attend are:

• Daily stand up (10-15 minutes)
• Retrospective meetings at the end of each 2-week sprint (for engineers)
• Demo / retrospective meetings at the end of each initiative

We shield engineers from unnecessary meetings wherever possible.

On Mondays, we have a quick standup meeting to go over anything big that's happening in the coming weeks! We meet again as a team on Fridays and each person shares something notable they focused on that week and gives any shoutouts to those who helped them most..We also have people answer a random “Mary Question™” chosen by Mary, our operations manager. Some recent questions include “What movie would be better if it were made into a musical?”, “What was the best toy of the 90s?”, and “What is your favorite vacation memory?”.

Engineers will also have a 1:1 with Dom on Mondays to quickly catch up on current assigned tasks. The engineering team as a whole meets once every two weeks. Aside from this, engineers are shielded from calls with customers and support, and we default to asynchronous communication via Slack – no one minds if you set yourself to Away for the afternoon, you can reply tomorrow! We recognize the cost of context switching and do what we can to reduce it. As big fans of Jason Fried's Rework, we keep meetings to their expected range and actually give everyone a copy of the book when they start.

At ReadMe, we’re committed to cultivating a diverse and inclusive workplace. We welcome people of all different backgrounds, experiences, abilities, and perspectives. We are an equal opportunity employer and a pleasant and supportive place to work. And if you don’t believe us, come over and find out for yourself!

We run our company on EOS (Entrepreneurial Operating System) to keep meetings efficient, effective, and minimal.

If you’re not familiar with EOS, it’s a complete, simple, and powerful operating system which helps companies grow to achieve their vision and goals more effectively. It helps everyone in the company row in the same direction and communicate better, while eliminating unhealthy and time-wasting activities due to miscommunication. We have found by implementing clear accountability to each role and conducting Level 10 meetings (a very structured, same time, same place, no-matter-what meeting in which lingering issues are finally put to bed), everyone is left with a focused agenda and clearly defined action items on a weekly basis. It’s not to say other meetings won't pop up, but we try to keep them limited. In fact, we’ve designated Tuesdays and Thursdays as sacred “meeting-free” days.

At most, you will be in two of these Level 10 meetings per week (most will only have one). Other than that, our Leadership Team leads a weekly 15-minute Monday meeting to update everyone on the company's pulse and kickstart the week.