Punctuality & Time Management

Use an agenda for anything over 15 minutes

Provide a simple agenda (3–5 bullets) for meetings longer than 15 minutes.

Why it matters: Sets expectations and keeps discussion focused.

Time-box each topic

Assign a rough time box per topic and move on when time is up.

Why it matters: Prevents one issue from consuming the whole meeting.

Applies to: Host / facilitator

Send materials in advance

Share key documents beforehand instead of screen-reading in the meeting.

Why it matters: Improves decision quality and saves time.

Applies to: Host / facilitator, Interviewer

Use breaks for meetings over 60 minutes

For sessions over an hour, schedule short breaks (5 minutes every 45–60).

Why it matters: Reduces fatigue and improves attention.

Join 2–5 minutes early

Join a few minutes early to resolve audio/video issues before the meeting starts.

Why it matters: Protects the first minutes for content, not troubleshooting.

Applies to: Interview candidate, Participant, Sales rep

Start with a quick roll call in large meetings

In large meetings, begin with a quick structure: purpose, timing, Q&A method.

Why it matters: Reduces confusion and improves engagement.

Applies to: Host / facilitator, Moderator

If you must leave early, say so upfront

If you’ll leave early, mention it at the start or in chat.

Why it matters: Sets expectations and prevents confusion when you disappear.

Applies to: Participant

If late, acknowledge briefly in chat

If you join late, post a brief apology in chat and catch up quietly.

Why it matters: Avoids derailing the current speaker.

Applies to: Participant

Respect the scheduled end time

Aim to end on time; confirm before extending the meeting.

Why it matters: Protects people’s calendars and prevents fatigue.

Applies to: Host / facilitator, Participant

Close with clear next steps

End with a short recap: decisions, owners, deadlines.

Why it matters: Prevents misunderstandings and follow-up churn.

Applies to: Host / facilitator, Presenter / speaker

Always include time zone in invites

Include the meeting time with time zone (and preferably automatic conversion).

Why it matters: Prevents missed meetings and frustration across regions.

Avoid last-minute reschedules

Only reschedule last-minute when necessary, and propose clear alternatives.

Why it matters: Shows respect and reduces coordination costs.

Applies to: Host / facilitator, Interviewer, Sales rep