Problem - The downside of weekly/monthly meetings

• not flexible
• long waiting time
• no agenda/not transparent
• attendees mismatch/non-relevant: only a few topics are relevant to all members of a meeting. For some topics additional people are be required (no sensible discussion possible without them even though they are not part of the leadership)

Solution

• block common time slots in the whole group (for example: Monday and Thursday 16:00 - 16:30 CET) — called SYNC hours
• create topics to discuss. Each topic is a single "agenda item". It requires mandatory and optional participants and a priority.
• those topics will be scheduled automatically and dynamically based on the availability of the participants and the priority
• if someone has to cancel a SYNC hour on short notice, the system will reschedule the topics if required.
• all meetings will be recorded by default and there's a dedicated area for meeting minutes.
• both, the recording and the meeting notes are published to a linked Slack channel
• by this you only have to attend topics where you have an active part and read the notes or watch a recording of other topics as required at the time that fits to you.

Benefits

• finding time for meetings gets much more flexible and easy (no time spent for scheduling and rescheduling)
• less time in meetings in which you're not needed
• having all decision makers or information sources in the meeting
• order meetings by priority
• being able to watch and share meetings later on
• fits perfectly in the structure of the new leadership Slack channel.