Meeting SOP
A meeting SOP is a documented standard operating procedure that outlines consistent guidelines for planning, conducting, and following up on meetings within an organization.
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What is a Meeting SOP?
A meeting SOP (meeting standard operating procedure) is a documented set of guidelines that walks teams through how to handle meetings from beginning to end. It covers scheduling, setting agendas, running the actual discussion, and managing follow-up tasks. The whole purpose is to cut down on wasted time and make sure meetings lead to real outcomes.
Why do organizations bother creating meeting SOPs in the first place? Because meetings have a tendency to go off the rails. Attendees arrive unprepared, conversations drift into unrelated topics, decisions get delayed indefinitely, and action items vanish the moment everyone leaves the room. A solid meeting procedure sets clear expectations so participants understand what needs to happen before, during, and after.
Meeting SOPs apply to pretty much any type of gathering you can think of: daily standups, weekly team syncs, project kickoffs, one-on-ones, even formal board meetings. The specific rules will differ depending on the meeting type, but the core goal remains consistent: run meetings that value people's time and generate tangible results. Good process documentation captures these norms so new team members can learn them quickly.
Key Characteristics of Meeting SOPs
- Structured Agendas: Meeting SOPs usually require agendas to go out ahead of time, listing clear topics, time allocations, and owners for each discussion point.
- Defined Roles: They clarify who facilitates, who takes notes, and who keeps the conversation from drifting.
- Time Management: Effective meeting procedures establish rules around start times, end times, and what to do when a discussion threatens to run over.
- Documentation Requirements: They describe how meeting notes should be captured, formatted, and distributed to attendees and relevant stakeholders.
- Action Item Tracking: Meeting SOPs detail how decisions and next steps get recorded, assigned to specific people, and monitored for completion. This fits into the broader meeting workflow.
Meeting SOP Examples
Example 1: Weekly Team Meeting
A weekly team meeting SOP might require the organizer to send out an agenda by Thursday for a Monday meeting. Team members add their updates to a shared document beforehand. The meeting opens with a quick round of blockers, works through agenda items with time limits on each, and wraps up with five minutes dedicated to assigning action items. Notes get posted to the team channel within two hours of the meeting ending.
Example 2: Daily Standup
A standup SOP keeps things brief: 15 minutes maximum, everyone answers the same three questions (what did you accomplish, what are you working on next, any blockers), and no problem-solving happens during the meeting itself. Anything needing deeper discussion gets parked for a separate conversation. The scrum master logs blockers so the team lead can review them later.
Meeting SOP vs Meeting Protocol
These terms get used interchangeably sometimes, but there is a subtle distinction in how organizations tend to apply them.
| Aspect | Meeting SOP | Meeting Protocol |
|---|---|---|
| Scope | Full end-to-end process | Often focuses on conduct during the meeting |
| Detail | Step-by-step instructions | General behavioral guidelines |
| Focus | Operational efficiency | Professional standards and etiquette |
| Examples | Send agenda 24 hours before | Don't interrupt speakers |
In practice, most meeting procedures blend elements of both. They address logistics alongside protocol and behavior expectations.
How Glitter AI Helps with Meeting SOPs
Glitter AI simplifies the process of documenting meeting procedures. Teams can record a well-executed meeting and have Glitter generate step-by-step documentation showing how it was organized, what tools were involved, and how follow-up was handled. This captures the real workflow as it actually happens, not some idealized version that nobody ends up following.
When organizations want to standardize meetings across multiple departments, Glitter helps create visual guides demonstrating exactly how to set up a recurring meeting, use the company's note-taking template, or assign action items in the project management system. New hires can see what a well-run meeting actually looks like rather than just reading a description.
Frequently Asked Questions
What is a meeting SOP?
A meeting SOP (standard operating procedure) is a documented guide that describes how to plan, conduct, and follow up on meetings. It addresses scheduling, agendas, facilitation, note-taking, and action item tracking.
What should a meeting SOP include?
A meeting SOP should cover guidelines for scheduling, agenda creation, attendee expectations, facilitation rules, time management, documentation standards, action item assignment, and follow-up procedures.
Why are meeting SOPs important?
Meeting SOPs help meetings become more productive by establishing clear expectations, cutting down on wasted time, making sure decisions actually happen, and keeping action items tracked through completion.
How do you create meeting standard operating procedures?
Start by identifying the types of meetings your organization holds. Document what currently works well, define roles and responsibilities, create templates for agendas and notes, gather feedback from stakeholders, and refine based on real-world use.
What are examples of meeting procedures?
Common examples include requiring agendas 24 hours before meetings, starting and ending on time, assigning a facilitator and note-taker, capping meeting length at 30 or 60 minutes, and distributing action items within one business day.
How do meeting SOPs improve productivity?
Meeting SOPs boost productivity by giving meetings a clear purpose, reducing time lost to unfocused conversations, creating accountability for follow-through, and helping eliminate meetings that serve no real function.
What is the difference between meeting guidelines and meeting SOPs?
Meeting guidelines tend to be general recommendations for running effective meetings. Meeting SOPs are specific, step-by-step procedures documenting exactly how meetings should be planned, conducted, and followed up on.
Who is responsible for enforcing meeting SOPs?
The meeting organizer or facilitator typically takes responsibility for following the SOP. For company-wide meeting standards, operations or HR teams may establish the procedures while individual managers handle enforcement.
How often should meeting SOPs be updated?
Review meeting SOPs at least once a year, or whenever tools change, team structures evolve, or current procedures stop working effectively. Regular feedback from participants highlights what needs adjusting.
What tools help manage meeting procedures?
Useful tools for managing meeting procedures include calendar applications, video conferencing platforms with built-in agenda features, note-taking apps, project management software for tracking action items, and documentation platforms like Glitter AI.
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