Overview
The Meetings module in INGENIOUS.BUILD provides a structured way to document discussions, track action items, and ensure accountability in project meetings. This feature allows teams to maintain clear records, streamline communication, and follow up on key project deliverables efficiently.
Key Features of the Meetings Module
1. Meeting Details
This feature helps users manage essential meeting logistics, such as:
Meeting Date & Time – Schedule and track recurring meetings.
Meeting Location – Document physical or virtual meeting locations.
Meeting Frequency – Set how often meetings occur (e.g., weekly, biweekly).
Distribution Date – Ensure all participants receive the agenda in advance.
This ensures that meetings are planned, structured, and documented for reference.
2. Attendee Management
The module allows users to:
Track who attended the meeting.
Assign meeting roles (e.g., originator, additional authors).
Document attendance for better accountability.
This feature ensures that all relevant stakeholders are informed and involved in discussions.
3. Agenda & Discussion Tracking
Meeting minutes are structured into key discussion categories, such as:
Design Updates – Track outstanding design changes and permit statuses.
Construction Administration – Manage submittals, RFIs, and owner approvals.
Site Walk Reviews – Record findings from on-site inspections, such as AV/IT checks and wall layout reviews.
By organizing topics into categories, teams can efficiently manage discussions and avoid missing critical action items.
4. References
Each discussion item in the minutes includes:
Responsible Party – Assign who is accountable for follow-ups.
Due Date – Set deadlines for completion.
Item Status – Track whether an issue is open, in progress, or closed.
Task Status – Monitor assigned tasks related to meeting discussions.
This feature ensures that meeting discussions lead to actionable results and that responsibilities are clearly defined.
5. File Management & References
Users can attach relevant documents directly to meeting minutes, such as:
Design drawings and permit documents.
Meeting recordings and transcriptions.
Project schedules and task lists.
Keeping files within the module allows easy access to all necessary documentation without searching through emails or external drives.
6. Finalizing & Sharing Meeting Minutes
After discussions are documented, the system allows users to:
Save and update minutes as the meeting progresses.
Send the agenda to all participants.
Lock and share minutes as a finalized record.
Export a PDF version for offline reference.
These features help teams formalize decisions and maintain transparency in project meetings.
The Meeting Minutes module in INGENIOUS.BUILD streamlines meeting management by providing a clear structure for recording discussions, assigning responsibilities, and tracking progress. By leveraging this tool, teams can enhance collaboration, improve accountability, and ensure that project meetings translate into actionable outcomes.