SOP #763: Virtual and In-Person Meetings

Purpose and Scope

To formalize a department policy outlining usage of scheduled virtual and in-person meetings.

Policy

To avoid unnecessary travel, virtual meetings should be the first choice when conducting scheduled meetings.  Scheduled in-person meetings should only be used when the format of a virtual meeting is not conducive to obtaining meeting objectives.

Procedures

1. This policy applies only to scheduled meetings and not impromptu, informal meetings
2. Virtual meetings are most conducive in an environment where:
   1. The number of participants is limited (usually less than 10) OR
   2. For large participant meetings, the need for discussion is limited OR
   3. Pre-prepared presentations are heavily used OR
   4. Meetings have a well-defined agenda OR
   5. Meeting participants are not co-located in the same building
3. In-person meetings may be needed when:
   1. A meeting is heavily focused on dynamic group conversation, such as a brainstorming sessions
   2. Whiteboarding, process mapping, use of physical visual aids, or similar materials are required to achieve meeting outcomes
   3. There is a need for strict privacy, such as during difficult performance management conversations

Revision History

• August 2021