Meeting Attendance Planner
Invite people for the interaction the meeting needs—not because they appeared on the previous calendar event.
Attendance is an interaction design decision
A title alone does not determine whether someone belongs in the meeting. Ask what contribution must happen synchronously: authorize a choice, supply expertise during negotiation, facilitate, or resolve a dependency that cannot wait.
Do not remove people whose perspective is routinely ignored simply to make the meeting smaller. Improve the participation design first.
Non-attendance still needs a workflow
Async contributors need the question, evidence, response deadline, and a record of how their input was used. Informed stakeholders need a concise outcome, not an invitation they are expected to monitor silently.
Review the plan after several occurrences. Restore or change a role when missing context, slower decisions, or repeated clarification shows that the classification was wrong.
Decide who belongs in the live room
The guide explains participant roles, consultation paths, and how to avoid excluding expertise while reducing attendance carried over by habit.