1. Camera-On Culture
Video engagement significantly improves meeting quality, attention, and outcomes. Camera-off meetings feel like conference calls - people multitask and disengage. However, mandate camera-on only for meetings where engagement is critical (decisions, brainstorming). Allow camera-off for status updates or large all-hands.
Implementation Tips:
- • Set explicit camera norms per meeting type
- • Leaders should always have cameras on
- • Allow "video fatigue" breaks - one camera-off day per week
- • Use blur backgrounds to reduce home environment anxiety
Estimated Savings:
Camera-on meetings are 30% shorter and have 50% better engagement scores.
2. Async Prep Docs
Remote meetings should never be the first time people see information. Send prep docs 24 hours before with clear questions to answer. Use the meeting time for discussion and decisions, not presentations.
Implementation Tips:
- • Create a template: Context, Decision needed, Options, Recommendation
- • Keep prep docs to 1-2 pages maximum
- • Require attendees to read before meeting (or do not invite them)
- • Start meetings with "Any questions on the doc?" not "Let me present"
Estimated Savings:
Pre-reads reduce meeting time by 25-40% and improve decision quality.
3. Timezone Awareness
Distributed teams span timezones. Avoid scheduling meetings at 6am or 9pm for team members. Rotate inconvenient times if unavoidable. Use async communication for non-urgent decisions to avoid timezone conflicts.
Implementation Tips:
- • Use tools like World Time Buddy to find overlap windows
- • Default to async unless synchronous discussion is truly needed
- • Record meetings for people who cannot attend live
- • Create "core hours" when most teams overlap (e.g., 10am-2pm in majority timezone)
Estimated Savings:
Reducing off-hours meetings improves retention and productivity - worth $50K+ per prevented resignation.
4. Recording Policies
Recording meetings has pros (reference, async viewing) and cons (reduced candor, GDPR concerns). Set clear policies: what gets recorded, how long recordings are kept, who can access them.
Implementation Tips:
- • Always announce when recording starts
- • Auto-delete recordings after 30 days unless explicitly saved
- • Do not record sensitive topics (performance, confidential strategy)
- • Use AI transcription (Otter.ai, Fireflies) for searchable notes
Estimated Savings:
Recordings reduce follow-up "what was decided?" meetings by 50% and improve alignment.