To set up bi-weekly meetings with the blockchain developers, follow these steps:
1. Choose a Scheduling Platform:
Select a platform to organize and send out meeting invites. Google Calendar is a common choice, but you might also consider alternatives like Microsoft Outlook or other specialized scheduling tools if your organization uses these.
2. Poll for Availability:
Before setting a recurring meeting, send out a poll (using tools like Doodle, When2meet, or the scheduling feature in your chosen platform) to find out the most suitable time slots for the team.
3. Select a Time Slot:
Based on the poll results, choose a time slot that works for the majority, if not all, of the team members. Consider rotating the schedule if some team members are in significantly different time zones to distribute any inconvenience fairly.
4. Create the Event:
Go to your chosen platform and create a new calendar event. Fill in the details including:
- Title: For example, "Bi-Weekly Blockchain Developers Sync."
- Date and Time:Set the first meeting's date and the starting time based on the poll.
- Recurrence: Set the event to repeat bi-weekly.
- Duration: Usually, 60 minutes is sufficient, but adjust as necessary.
5. Add Participants:
Include all blockchain developers, key stakeholders, and anyone else relevant to the meetings.
6. Set a Reminder:
Enable email or pop-up reminders for all participants. A common setup is a reminder one day ahead and then another 10 minutes before the meeting starts.
7. Agenda:
In the invitation, mention that an agenda will be provided prior to each meeting. Closer to the meeting date, share an agenda with the participants. It could be added to the event description or sent out as a separate document.
8. Video Conferencing Link:
If meetings are virtual, attach a video conferencing link from Zoom, Microsoft Teams, Google Meet, or your organization’s preferred video conferencing tool.
9. Send Invitations:
Once the event is created with all the necessary information, send the invitation to all participants. Make sure that they confirm their attendance or suggest changes if the proposed time isn't suitable.
10. Follow-Up:
Conduct a quick follow-up to ensure everyone has received the invite and that it has been added to their calendars.
11. Documentation:
Designate a person to document the meetings, or decide if each meeting will have a rotating note-taker.
12. Adjustments:
After a few sessions, seek feedback to determine if the chosen time still works for everyone or if modifications are needed.
By following these steps, you’ll have successfully set up bi-weekly meetings that facilitate productive discussions and collaborative progress updates
