Fog Creek

The Only Three Types of Meeting You Should Hold

A perennial problem within software development teams is communication. Making a software company fast, nimble and effective is a function of reducing the amount of communication that takes place to a minimum. This means finding the right balance. Too much and you can’t get any work done, too little and no-one knows what to do or it’s un-coordinated.

Meetings, in particular, can be a real time sink. So to keep the balance right we actively try and reduce the number we hold. There’s only three types of meetings that work for us:

1) Mass Communication Meetings

These are meetings where you have a lot of information to communicate to a large group of people. After all, you don’t just want to send some epic email opus that no-one will read (Sorry Satya!). We have a regular ‘Town Hall’ meeting for example. In these we all come together, both office and remote staff, in the cafeteria and via video link. We hear about some pre-planned topics, suggested and organized in a Trello board. These work well because everyone hears the same thing and they only cover issues relevant to everybody.

2) Brain-storming Meetings

We use these when we just want to come up with a lot of ideas, fast. They aren’t great for discussing the ideas in detail, but can work for pure idea generation.

3) Stand-up Meetings

These are great for keeping teams on track, by providing a brief update on what you did, what you’re working on and flagging up any blockers to progress. These are especially useful in remote teams, by bringing people together you help to form that team bond. It’s important to keep them focussed though, so we’re strict and avoid over-runs and people going off-topic.

“If you have a meeting with 8 people in the room that lasts an hour, that’s a day of productivity that was lost” – Joel Spolsky

And that’s it. For all others we find a more effective alternative. That might mean linking up with people on chat, ad-hoc conversations via Hangout and through extensive use of collaborative software, like FogBugz, via cases, discussion groups and the Wiki. We never use a meeting for example, when we’re trying to solve a difficult problem. Getting people together in a room just means that no-one can think things through properly. They might generate a lot of discussion, but lead to few real conclusions.

When we do have a meeting, we also limit the number of people invited to just the ones that have to be there. Those with only some relevance can catch up with the minutes added to the Wiki at a time that suits them.

We’ve found that sticking to this really saves us time. What ways have you found to minimize communication overhead? Tweet them to @fogcreek and we’ll retweet the best ones.