How to schedule

Make sure to invite all relevant attendees and be mindful of time zones, and marking people as “optional” if their attendance isn’t absolutely necessary. When scheduling private appointments or time off, please invite the Pilot Admin account for broader team visibility.

Timing

Our goals, which we accept are not always possible to meet, are:

• No meetings from 12pm-1pm PST to protect the lunch hour (SEA)
• No meetings after 2pm PST to dedicate afternoons to work and reviews (SEA)
• No meetings after 6pm GMT (LON)

Meetings should be scheduled for either 25 or 50 minutes to (a) give people a few minutes to refill water, take a comfort break, check texts or voicemail, etc.; and (b) allow for a meeting to briefly run over without affecting the following meeting. Stand-ups should be 15 minutes max.

Agendas

Any internal meeting outside of stand-ups needs an accompanying agenda. This helps to keep the meeting on track and on time, and provide actionable outcomes at the end of the meeting. The PM and meeting organizer are responsible for the agenda and meeting notes.

Calendars

Please add the Pilot Admin calendar to your Google calendar. It may also be helpful to add colleagues’ calendars to yours for instant visibility into others’ schedules.

Seattle Conference Rooms

We have two conference rooms, Biggie and Smalls. Each is equipped with a Mac computer which is primarily used for conferencing. AirDrop is used to display any material. We collectively work to make sure the speaker, mouse, and keyboard are charged. There is one wall in each room that is equipped for dry erase. Passwords to the Mac are kept on a sticky note in each room. There are ports underneath the tables for charging. Please be kind and use a coaster on the table for your beverage.