Document Control

Item	Detail
No. Dokumen	POL-ITC-005
Versi	1.2
Berlaku sejak	20 Februari 2026
Review berikutnya	20 Februari 2027
Pemilik Dokumen	HR Department
Disetujui oleh	Chief People Officer

Riwayat Revisi

Versi	Tanggal	Penulis	Perubahan
1.0	20 Februari 2026	HR Team	Dokumen awal - standarisasi format
1.1	21 Februari 2026	AI Audit System	Koreksi CIRCCA values
1.2	20 Februari 2026	Correction Team	Koreksi CIRCCA values (Impact, Courage, Adaptability)

Calendar & Meeting Policy

Merujuk pada ISO 9001:2015 (Manajemen Mutu — Komunikasi Internal), Prinsip Lean Management, ISO 27001:2022 (Data Security), serta Kebijakan Internal Divistant

Versi: 1.2 | Berlaku sejak: Februari 2026 | Review berikutnya: Februari 2027 | Pemilik: People & Culture

Filosofi & Prinsip CIRCCA

Curiosity — Terus belajar tentang effective meeting practices dan tools. Impact — Meeting yang berdampak bermakna dan menghasilkan keputusan nyata membangun nilai tim. Respect — Menghormati waktu setiap peserta dengan meeting yang tepat waktu, efisien, dan necessary. Courage — Keberanian untuk berbicara jujur, menghadapi tantangan, dan mengambil tindakan tegas dalam meeting. Commitment — Komitmen mendokumentasikan keputusan dan follow-up action items. Adaptability — Fleksibilitas menyesuaikan format, durasi, dan jadwal meeting sesuai kebutuhan tim yang dinamis.

Ruang Lingkup

Aspek	Keterangan
Berlaku untuk	Seluruh karyawan Divistant (PKWTT, PKWT, probation, magang)
Cakupan	Seluruh meeting internal, penjadwalan kalender, dan video conference
Pihak terkait	Seluruh karyawan, Management, People & Culture, IT
Konteks	Semua jenis meeting: 1:1, team, project, client, all-hands

Definisi Istilah

Istilah	Definisi
Calendar hygiene	Praktik menjaga kalender tetap akurat, terkini, dan mencerminkan ketersediaan sebenarnya
Zona bebas meeting	Blok waktu yang dilindungi dari meeting untuk fokus kerja atau istirahat
Deep work	Blok waktu tanpa gangguan untuk pekerjaan yang memerlukan konsentrasi tinggi
Action items	Tugas spesifik hasil meeting dengan penanggung jawab (PIC) dan deadline
Meeting notes	Dokumentasi tertulis dari diskusi, keputusan, dan action items meeting
Async alternative	Alternatif meeting yang dilakukan asynchronously (email, doc, Loom)
Recording	Pengambilan video/audio meeting untuk referensi atau untuk yang tidak hadir
Timezone-aware	Mempertimbangkan zona waktu berbeda saat penjadwalan untuk tim global

Pernyataan Kebijakan

Waktu adalah sumber daya yang paling berharga dan tidak bisa dikembalikan. Setiap meeting di Divistant harus memiliki tujuan yang jelas, peserta yang relevan, dan agenda yang terstruktur. Jika tujuan itu bisa dicapai tanpa meeting (via async), maka meeting tidak diperlukan. Kebijakan ini mengatur standar penjadwalan, pelaksanaan, dokumentasi, dan continuous improvement meeting.

6 JENIS MEETING DI DIVISTANT

MORNING BRIEFING Harian 08:30 15-30 min | Wajib

1-ON-1 Mingguan 30 min Confidential

TEAM MEETING Mingguan 45-60 min

PROJECT MEETING Per sprint 30-90 min

CLIENT MEETING Sesuai kebutuhan 60 min | Formal

ALL-HANDS Bulanan 60-90 min Seluruh perusahaan

ZONA BEBAS MEETING

12:00 - 13:00 Lunch Jumat 15:00-18:00 Protected time: Deep work blocks per team Exception: critical incident / emergency only

ETIKA MEETING

ALTERNATIF ASYNC (SEBELUM MEETING, TANYA DULU!)

Email Update sederhana, FYI Loom video Demo atau penjelasan 1 arah Google Doc Kolaborasi dengan comments Chat thread Quick poll atau decision point Wiki SOP, dokumentasi Standup doc Async daily update Max 4 meeting back-to-back/hari

Manajemen Kalender

Calendar Hygiene Best Practices

Praktik	Implementasi	Benefit
Block deep work time	Atur 2-3 blok fokus per minggu (min 2 jam)	Rekan tahu kapan Anda tidak available
Set working hours	Google Calendar: define jam kerja Anda	System warns if meeting booked outside hours
Respons undangan cepat	Accept/decline/tentative dalam 24 jam	Organizer dapat finalize arrangements
Update status reguler	Mark on/off calendar ketika berubah	Prevent double-booking dan miscommunication
Block lunch time	12:00-13:00 atau sesuai preference	Actual rest time, not meeting time
Clear out-of-office	Block calendar saat cuti atau tidak tersedia	People know Anda not available
Review monthly	5-min cleanup per bulan	Keep calendar accurate and clean

Zona Bebas Meeting (No Meeting Times)

Waktu	Status	Alasan	Exceptions
08:30 – 09:00	Morning briefing (compulsory)	Team sync, daily priorities	None
12:00 – 13:00	Lunch break (protected)	Rest and rejuvenation	Only if critical incident
Friday 15:00-18:00	Focus & admin time	Wrap-up, documentation, no new meetings	Emergency only
Deep work blocks	Protected focus time	Per team/individual arrangement	Scheduled in advance

Jenis Meeting di Divistant

1. Morning Briefing (Harian)

Aspek	Detail
Waktu	08:30 WIB (setiap hari kerja)
Durasi	15–30 menit
Peserta	Semua karyawan (wajib hadir atau update)
Format	Hybrid — office + virtual via Google Meet
Isi	Company updates, daily priorities, team announcements, recognition
Lead	Rotating facilitator (manager/senior)
Notes	Documented in Wiki, accessible to all
Absensi	Inform manager jika tidak bisa hadir

2. One-on-One / 1:1 (Mingguan/Dua Mingguan)

Aspek	Detail
Durasi	30 menit
Frekuensi	Mingguan (ideal) atau 2x sebulan minimum
Agenda driver	Karyawan (reportee) mengisi agenda utama
Isi khas	Progress, blockers, career aspirations, feedback, 1:1 updates
Peran manager	Coach, feedback giver, remover of blockers
Documentation	Brief notes untuk follow-up items
Cadence	Calendar recurring, same time/day setiap minggu
Recording	Tidak direkam (confidential)

3. Team Meeting (Mingguan)

Aspek	Detail
Durasi	45-60 menit (max)
Frekuensi	Mingguan atau per sprint
Peserta	Seluruh team anggota (required attendance)
Isi	Update progress, blockers, coordinating work, quick decisions
Struktur	1) Status update 2) Problem-solving 3) Announcements 4) Q&A
Output wajib	Action items terdokumentasi dengan PIC dan deadline
Documentation	Meeting notes in Wiki or BizOps
Recording	Optional, share recording if absent members request

4. Project Meeting (Sesuai Kebutuhan)

Aspek	Detail
Durasi	Bervariasi (30-90 min) sesuai complexity
Frekuensi	Per sprint (Agile) atau per milestone
Peserta	Only those directly involved (PM, tech lead, key contributors)
Isi	Sprint planning, standup, retrospective, client updates
Output wajib	Clear decisions + action items + next steps documented
Documentation	BizOps project + team Wiki
Client meetings	Professional recording with client consent

5. Client / Stakeholder Meeting

Aspek	Detail
Durasi	Typically 60 minutes
Peserta	Client contact, project lead, relevant specialists
Preparation	Brief pre-meeting sync with team (no time for surprises)
Structure	1) Opening 2) Agenda items 3) Q&A 4) Next steps/action items
Documentation	Client-facing meeting notes + internal action items
Recording	Only with explicit client consent (mention in invite)
Follow-up	Email summary of outcomes and action items within 24 hours

6. All-Hands Meeting (Monthly)

Aspek	Detail
Durasi	60-90 menit
Waktu	End of month (typically)
Peserta	Entire company (attendance expected)
Isi	Company updates, results, recognition, Q&A
Format	Hybrid — in-person + streaming for remote
Documentation	Recording + meeting notes
Follow-up	Email summary of key points

Best Practices Undangan Meeting

Setiap undangan meeting wajib menyertakan elemen-elemen ini:

Elemen	Deskripsi	Contoh
Judul	Jelas dan deskriptif	✓ "[Project X] Sprint Planning" vs ✗ "Meeting"
Agenda	Bullet points dengan durasi per item	1) Review sprint (15 min) 2) Backlog (20 min)
Expected Outcome	Apa yang ingin dicapai	"Finalize Q1 roadmap, assign owners"
Peserta Required	Nama orang yang harus hadir	Cannot proceed without these people
Peserta Optional	Orang yang boleh hadir	"PM optional — recording will be shared"
Video link	Google Meet URL	Must include even for in-person (remote option)
Time & Timezone	Clear waktu dan zona waktu	"10:00 AM Jakarta (GMT+7) / 3:00 AM UTC"
Pre-reads	Link ke dokumen persiapan	"See attached proposal v2.0 for review"

Template Format:

Title: [Project X] Sprint Planning
Time: Tuesday, Feb 25, 10:00 AM Jakarta (GMT+7)
Duration: 50 minutes
Video: https://meet.google.com/xxx-yyyy-zzz
Location: Conference Room A + Virtual

Agenda:
1. Review previous sprint results (15 min)
2. Backlog grooming & priorities (20 min)
3. Sprint commitment & capacity planning (15 min)

Expected Outcomes:
- Sprint scope finalized
- All tasks assigned with clear owners
- Timeline and dependencies confirmed

Required: [Sarah, Ahmed, Lisa]
Optional: [Product Manager]

Pre-reads:
- Q1 Roadmap (link)
- Backlog items (link)

Please come prepared to discuss priorities.

Etika Meeting

Sebelum Meeting

| Aturan | Implementasi | |--------|---|---| | Baca agenda | Understand tujuan dan konteks | | Siapkan materi | Bawa dokumen/catatan yang diperlukan | | Bergabung 2 menit early | Show respect untuk waktu organizer | | Test audio/video | Tidak ada technical delays | | Minimize environment | Quiet place, professional background | | Set status/mute notifications | Avoid distracting sounds |

Selama Meeting

Aturan	Implementasi	Alasan
Mulai & selesai tepat waktu	Respons meeting start signal	Respect others' schedule
Tetap pada agenda	Tidak menyimpang ke topik lain	Keep meeting focused and efficient
Satu pembicara	Tidak berbicara bersamaan	Clarity and recording quality
Mute saat tidak bicara	Terutama di large meetings	Reduce background noise
Nyalakan kamera	Untuk meeting < 6 peserta	Personal connection, engagement
Participate actively	Engage with speaker, ask questions	Show respect for time investment
Designate note-taker	Jelas siapa yang document	Ensure action items recorded
Capture decisions	Any critical decisions spoken aloud for recording	No ambiguity later

Setelah Meeting

Aturan	Timing	Output
Kirim meeting notes	Within 24 hours	Key decisions, action items, next meeting
Confirm action items	Via email atau BizOps	PIC, deadline, clear deliverable
Schedule follow-ups	If needed for next phase	Calendar invite untuk follow-up meeting
Share recording	If promised to attendees	Via email dengan context/timestamp markers
Close action items	When completed, update status	Closure dan accountability

Panduan Meeting Virtual

Aspek	Best Practice	Technical Requirement
Kamera	On untuk <6 peserta; presenter always on	Good lighting, eye level
Screen sharing	Share specific window (not full screen)	Close sensitive tabs/apps before sharing
Recording	Always ask for permission, announce recording	Storage dan security considerations
Chat	Use for questions, links, time stamps	Monitor for important points
Chat Recording	Save chat transcript after meeting	For reference and action items
Bandwidth	Use good internet, minimize other apps	Test connection before important calls
Breakout rooms	Use for group discussion if > 10 people	Facilitate deeper conversation

Mengurangi Meeting yang Tidak Perlu

Sebelum menjadwalkan meeting, tanyakan: "Bisakah ini diselesaikan tanpa meeting?"

Alternatif	Use Case	Contoh
Async email	Update sederhana, tidak perlu diskusi	"FYI — Project delivered on time"
Loom video	Demo atau penjelasan satu arah	"Here's how to use the new feature"
Google Doc	Kolaborasi dengan comments	Co-author: multiple people editing simultaneously
Chat thread	Diskusi cepat butuh input beberapa orang	Quick poll atau decision point
Wiki/documentation	Informasi yang bisa di-reference	Standard procedures, policies
Standup document	Async status update	Daily async standup vs daily meeting

Default Meeting Durations:

Meeting Type	Standard	Divistant Standard	Buffer
Calendar slot	30 minutes	25 minutes	5 min transition
Back-to-back avoid	-	No more than 4 per day	Mental break
60-min meeting	1 hour	50 minutes	10 min break

Guidelines saat membuat undangan:

25-min meeting (vs standard 30-min)
50-min meeting (vs standard 60-min)
Build in buffer time untuk transition

Training & Awareness

Aktivitas	Frekuensi	Sasaran	Format	Owner
Onboarding meeting culture	Saat bergabung	Karyawan baru	30-min orientation	HR
Workshop effective meetings	Tahunan	Semua karyawan	1.5-hour workshop	External trainer
Facilitator training	As needed	Managers dan senior staff	Workshop + practice	HR
Review meeting effectiveness	Quarterly	Team leads	Retrospective discussion	Team lead
Calendar hygiene reminder	Semester	Semua karyawan	Email + quick tips	HR
Meeting skills 1:1	On-demand	Individuals needing help	Personalized coaching	Manager

Kebijakan Terkait

Communication Tools — Tools untuk meeting
Email Etiquette — Follow-up documentation
BizOps Chat Usage Guidelines — Async chat alternative
Working Hours & Leave — Time protection
Data Privacy & Protection Policy — Meeting recording retention

Kontak

Pertanyaan tentang kebijakan meeting dan kalender:

📧 people@divistant.com (People & Culture) 💬 #calendar-coordination (BizOps Chat untuk help) 🔒 compliance@divistant.com (Recording & data privacy questions)

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