YADRO implemented a systematic approach to optimize meeting schedules within its GSM testing division. By analyzing data from a focus group of 14 to 28 engineers, the company identified inefficiencies in meeting formats, attendance, and moderation, leading to a reduction of 188 hours of meeting time per month.
The optimization process involved categorizing meetings into internal team sessions, private discussions, and cross-departmental working groups. For internal meetings, the team introduced strict moderation, time limits, and shifted status updates to text-based communication channels to improve efficiency.
To manage cross-departmental working groups, YADRO introduced the RACI matrix to clarify roles and responsibilities. Analysts were trained in facilitation and appointed to lead these sessions, ensuring every meeting has a clear agenda documented in Confluence and a defined list of necessary participants.
The company empowers teams to adjust their own meeting frequency, provided that project milestones like build quality and testing deadlines are met. This autonomy allowed teams to reduce daily meetings to every other day without compromising work quality, fostering a culture of continuous process improvement.
