11Calendar

Meetings & calendar hygiene

Meetings are expensive. Every invite must have a purpose, an agenda, the right attendees, and a decision or next action when it ends.

Booking norms

Default to 25 and 50 minute meetings, not 30 and 60 — leave breathing room
Include an agenda in every invite — no agenda, no meeting
Invite only people who will speak or decide; everyone else gets the notes
Use working hours and time-zone awareness when scheduling
Protect 'no-meeting' focus blocks on your own calendar

Running the meeting

Start on time, end on time — even 2 minutes early when possible
Record only when participants are notified and consent
Assign a notetaker for any meeting with 3+ people
End with: decisions made, owners, and due dates
Capture follow-ups as HubSpot tasks before you close the window

Before the meeting

0/4

After the meeting

0/4

If it could be an email, send the email

A status update, a quick yes/no, or sharing a document does not need a meeting. Default to async — Chat, email, or a HubSpot note — and reserve calendar time for discussions and decisions.