Process

Create a Meeting Minute

  1. Select the project

  2. Navigate to the Meeting Minutes module from the Project Navigator

  3. Click Start or Create New Meeting

  • Subject: enter the title of the meeting

  • Purpose: enter the reason for the meeting

  • Date: set the date of the meeting

  • Frequency: set the frequency of the meeting

  • Select Template: if your workspace Admin has created a meeting minute template, select it here. This will pre-populate the minutes with meeting categories and topics. The Meeting Minute templates can be found in the left hand navigation under the Lists and Templates tab.

    • NOTE: Choosing a template is just there to get you started you can supplement new categories and topics on top of the template as well as remove unneeded categories and topics that were added from the template.

4. Enter Details

  • The Details will be pulled over from the Meeting creation popup from the previous step.

    • NOTE: These details will be carried over to each subsequent meeting. If a Meeting frequency has been selected then the date will automatically increment based on the chosen frequency for all subsequent meetings. (the date can always be edited while the meeting is in a status of DRAFT)

  • Location: Enter the location of the meeting (where is this meeting taking place?)

  • Conference call Number: Add a number for meeting members to call to be part of the meeting

  • Web Conference: Add a link to a virtual conference call so meeting members can be a part of the meeting.

  • Recording Link: Many virtual meeting services offer the option to record a meeting. The link to that recording can be input here.

    • NOTE: This field will be editable even after the meeting has been shared since the recording of the meeting will not be available until after the meeting has finished.

  • Original Author: This is the person who started this meeting.

  • Additional Authors: Add additional authors that will have the ability to edit/manage/share the Meeting Minutes for this Meeting Subject along with the Originator Contact

5. Add Members

  • Meeting Members that are not marked as AUTHOR will have view only privileges of the meeting minutes once the meeting agenda is sent OR the Meeting is shared.

  • Add Off-System Users: Add people to the list of those who attended (or will attend) the meeting who DO NOT have an account on Ingenious.

  • Add or Invite User: Add people to the list of those who attended (or will attend) the meeting who have an account on Ingenious -OR- invite people to create an account on Ingenious so they can collaborate with you in real time in this meeting.

  • Attendance: Mark who did and did not attend this meeting from the list of meeting members.

6. Enter the record of the meeting in the Minutes tab

  • If you chose a template in Step 3 above then the Categories and Topics from that template will be auto populated here for the first meeting of this meeting subject.

  • Date: This is the date of the meeting that this discussion item was added to the meeting minutes

  • Discussion: This is where you will record what was said in the meeting and actions to be taken as a result of those discussions

  • Responsible Party: Assign who will be responsible for completing any actions relative to this discussion that was added to the meeting minutes.

    • NOTE: All meeting members will be shown here and multiple people can be assigned as a responsible party for this discussion. You can also add new meeting members directly from the popup.

  • Due Date: Provide an expected date for completing the item(s) described in this discussion.

  • Status: Assign a status for this discussion

    • Open: The item(s) described in the discussion is not yet complete

    • For Record: The item(s) described in the discussion need to be recorded but no action needs to be taken.

    • Closed: The item(s) described in the discussion have been completed

      • NOTE: Discussions marked as CLOSED will be shown on the meeting that their status was marked as CLOSED. Those same discussions will be hidden on all subsequent meetings for this subject. If you would like to see discussions that were CLOSED simply click the Show Closed From Previous Meetings checkbox and those items will appear.

  • Task: Create or check the status of a task that was made to reference this discussion.

    • NOTE: When you create a task for a discussion the Responsible Party(s), Due Date, Files, and the Discussion text itself will all be automatically brought over to the task. You can make any adjustments to the auto-populated information as needed.

      • NOTE: Once a task has been created it lives on its own relative to the meeting discussion that spawned it. Any changes to the Meeting Discussion will not be seen on the task and vice versa.

  • Files: Add any files that are directly related to this discussion.

7. The Files tab is a repository for all files added to any meeting discussion (Open, For Record or Closed). This is also where you should put files that are important to the meeting, but not directly related to any specific meeting discussion.

8. FOR REFERENCE TABS are meant to refer to information that may be needed during a meeting for a quick reference so you do not need to navigate away from the meeting minutes during a meeting.

  • Milestones: If you have a schedule set up in the Project Schedule module all the milestones from that schedule will be displayed in this tab.

  • Tasks: All Project tasks that are assigned to you on this project will be displayed here (along with any tasks that were created during the meeting)

Meeting Actions

  • Save: Save any changes that you have made in these meeting minutes

  • Send Agenda: Send a meeting agenda prior, during or after the meeting has actually happened.

    • You will be prompted with a popup letting you know that by sending the agenda an email containing a PDF export of the Meeting Minutes, and a link to the meeting minutes or an invite to collaborate on this meeting will be sent to all on-system Meeting Members. At this point all members of the meeting will have view only access the the Meeting while it is still in DRAFT.

  • Share with Meeting Members: This will lock the meeting minutes (no more changes can be made) solidifying them as a legal basis for what was discussed in this meeting.

    • An email containing a link to this meeting as well as a PDF export of the meeting will be sent to all On-System Members

  • Export to PDF: Export a PDF version of the meeting minutes for your use outside of Ingenious.

Creating the Next Meeting

Once a meeting has been saved, you can create the next iteration of the same meeting subject by clicking the Start Next Meeting button on the meeting minutes listing page.

  • NOTE: Only meeting members marked as AUTHOR are able to start the next iteration of a meeting subject.

All of the discussion topics with a status of Open and For Record will populate to the next version of the meeting. Items that have been marked as Closed will be hidden.

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