explore · Meeting Management, Communication · 25–50 min · 3-30 people · medium energy
Live Doc Meeting
Every meeting has a shared agenda document linked in the invite. Participants write their questions into a numbered list before the call, the meeting works through them in order, and everyone who is not talking takes notes inline under each item. Each person is invited to say their own question aloud; if they would rather not, the host reads it for them.
When to use Live Doc Meeting
Use for recurring team meetings or cross-time-zone meetings where people who could not attend need to know exactly what was said and decided.
What it solves
Meetings without written agendas only help the people who were in them, and even they forget what was agreed.
How to run Live Doc Meeting, step by step
- Create the agenda doc, set it to editable by all, and link it in the invite at least 24 hours ahead. Add goals, expected outcomes and any pre-read.
- Participants add their topics and questions as a numbered list, prefaced with their name, before the meeting.
- The host opens with one or two minutes of context, not a presentation (2 min).
- Work through the list in order. Ask each named person if they want to verbalise their item; if not, the host reads it out (15-40 min).
- Whoever is not speaking writes notes under the item being discussed. Make proposals that can be answered with a simple yes.
- Close by tagging action items with owners. For people in other time zones, leave decisions open for comment for 24-48 hours (3 min).
Materials needed
- Shared document with an agenda template
- Video call
- Calendar invite with the doc linked
Facilitator tips
- Use numbered lists, not bullets. "Item 3, Sam, do you want to verbalise that?" keeps everyone on the same line.
- Stick to the order of the list. It is the simplest guard against the loudest person taking the agenda.
- Read questions aloud even if they were already answered in writing; the recording then contains everything.
Common pitfalls
- One person ends up as the permanent note-taker and stops participating.
- The doc is created during the meeting, so nobody has prepared questions.
- People add side comments in the video chat, which disappears when the call ends. Keep everything in the doc.
Variations
- Record the call and link the recording in the doc within 12 hours for people in other time zones.
Running it online or hybrid
Everyone needs the agenda doc open with edit rights. In hybrid settings, in-room people also write in the doc instead of relying on the remote people to take notes.
What it produces
A living agenda document with numbered questions, inline answers, decisions and action items, searchable later.
Origin
GitLab's standard meeting format for its all-remote company, published in the GitLab Handbook under the rule "no agenda, no attenda". — source
Build a session around Live Doc Meeting
METODIC places Live Doc Meeting inside a complete, timed session plan — agenda, worksheets, facilitator guide and slides — matched to your group and goal.