IN THIS ARTICLE
Overview
Overview
First, we wanted to provide you with some context of the "why" regarding how meeting minutes can help you and your company. The aim of documenting Meeting Minutes is to satisfy the following goals:
Have a written follow-up with details such as project name, meeting topic, date, time, location, attendees, the person who wrote the minutes, and who was it sent to
To know which agreed actions have to be taken by whom and by when;
To know what were the key conclusions;
To have essay-type follow-up notes of the meeting conversation;
To note any attachments presented at the meeting
meeting minutes are also useful for those absent to know what was discussed and what decisions have been taken. Not to mention how vital they are in case of conflicts, to know what agreements were made.
Creating your first meeting
Below is a step-by-step guide on how to create a new meeting.
To create a new meeting be sure you've navigated to a specific project*
*Important: Meeting Minutes is not available in "All projects"; you must be in a specific project to create meetings.
Click on the Documents module in the left menu. The menu will expand, and you'll now be able to click on the Meeting Minutes module. Once clicked, the module page will load.
Now click the green + located on the top left-hand side of the module, and the new meeting form will open.
Now you'll see the form below. On the left-hand side, you'll see there are two options for creating a meeting. We'll focus on the first option for this tutorial, which is simply creating a new meeting. The second option will be discussed ins the Meeting series section. if you'd like to skip to that section, click this here
Once you have selected the New Meeting option (it will be selected by default), all you need to do is add the meeting details.
Pro Tip: You can use categories for organizing your meetings into specific groups. An example that we might use is group all client-related meetings, weekly site meetings, etc.
Now that you have added the meeting details, you're ready to start building your meeting agenda and taking notes.
Note: When you create tasks in each meeting item, that task will also be added to the task module for the specific project you're in give you a streamlined way to tasks/action times that come up during the meeting. If those tasks are marked complete in the task module, the task will also be marked as complete in the meeting as well.
Once the meeting information is entered into the form you have two options. You can click the Send Meeting button and the meeting report will be sent to all those listed as attendees. Or you can click the Save Changes button and that will save and close the meeting form without sending any information out.
Note: You can always go back and open the meeting and send or create a report at a later date.
Now that you know the basics of Meeting MInutes, let's dive into a few more details to be sure you can make the most of the features in the module.
Meeting Series
What is a meeting series? Well, I glad you asked. They allow you to create a recurring meeting or create an extension of a meeting you previously held. A prime example might be the weekly site meeting you have with your customers.
If you select this option, the meeting info on the right-hand side will be prefilled with the information from your last meeting and also preload your meeting agenda with the same agenda item from the last meeting, but even better, it will pull in all the option action items from the last meeting as well to make sure nothing slips through the cracks.
IF you need any additional help or having any questions relating to this feature please or anything else please contact Support