Prerequisites
Visit Creating and Customize Meeting Templates help article.
Overview
Our Meetings module provides a comprehensive and intuitive solution for organizing, managing, and streamlining all aspects of your project meetings. From creating detailed agendas and scheduling meetings to capturing meeting minutes and assigning tasks, this tool enhances collaboration and accountability across your team.
Process
Step 1: Creating a New Meeting
To create a new meeting, navigate to the Meetings module and click "Create New Meeting" in the top right corner.
Fill out the meeting details as follows:
Meeting Title: Enter a descriptive title for the meeting (e.g., OAC Weekly Meeting).
Current Meeting Date: Select the date for the meeting.
Frequency: Choose the meeting frequency (e.g., weekly).
Time: Select the start and end time for the meeting (e.g., 9 AM to 10 AM). The time zone will automatically be set based on your location.
Description: Add a brief description of the meeting's purpose (e.g., OAC weekly status update).
Template: Choose a template for the meeting (optional).
Once all the details are filled in, click on "Create" to generate your first meeting agenda.
Step 2: Reviewing Meeting Details
In the "Meeting Details" tab, you can edit the meeting information by clicking the "Edit" button.
You can also assign additional authors.
The "Settings" section allows you to configure various options like having multiple discussion items per topic, select status options for discussions or topics, and allow for custom categories.
You can add a location and web conference URL to the meeting.
The "References" tab allows you to link tasks and milestones to the meeting for better organization.
Step 3: Adding Meeting Members and Share Agenda
Navigate to the "Members" tab to add participants to the meeting.
Click "+ Add New Members" and select members from your databases, project directory, employees, or contacts module.
Search for the desired members by name or email address and save your selections.
Click "Share Agenda" to send to meeting members.
Step 4: Taking Minutes
To take minutes, click the "Start Meeting" button in the top right corner.
Start by recording meeting attendance in the "Attendees" tab under Agenda/Minutes.
Add discussion items by expanding the caret symbol of relevant topics and typing in the details.
Utilize various fields like "Responsible Party," "Due Dates," "Files," "Tasks," and "Status" to manage discussion items effectively.
You can add and manage tasks without leaving the page using the task slide-out. Simply click on "+ Add Task".
Edit and re-arrange categories and topics if needed for better organization.
Step 5: Reviewing and Sharing Minutes
Once all minutes are recorded, review the meeting content and make any necessary adjustments.
Ensure all discussion items are marked with the correct status (open, for record, or closed).
You can delete a discussion item if needed by clicking on the three dots on the right.
You can share the minutes with meeting members by clicking on the "Publish & Share Minutes" button, which will notify them via email and within the platform.
You can share the minutes with off-system meeting members by first inviting them. They do not have to accept this invitation and can remain "Off-system" but will not receive them if they are bookmarked and not "Invited".
Invited and accepted - User has an INGENIOUS account and will receive Meeting Minutes.
Invited Pending Invite - Sent an invitation to join INGENIOUS but did not sign up. Will receive Meeting Minutes.
Bookmarked - Not invited to INGENIOUS and will not receive meeting minutes, even if off-system toggle is selected (See below).
Then select the toggle within the "Publish & Share Minutes" modal "Share with off-system members."
Optionally, you can export the minutes as a PDF for manual sharing or archiving purposes.
Important: Once you've shared the minutes, they are no longer editable.
Step 6: Managing Existing Minutes
You can view previous minutes by going to the "Agenda/Minutes" tab and click the collapse caret symbol.
With the Meetings module, you now have a comprehensive and organized solution to streamline your meeting management process.
From creating and scheduling meetings to capturing detailed minutes and sharing them with participants, every step is made easier and more efficient.