To set up a new meeting and start recording meeting minutes, follow the steps below.
Step 1: Go to Meeting Minutes
Navigate to your management module and click on the Meeting Minutes tool to access your project's Meeting Groups.
Step 2: Select a Meeting Group
Select the Meeting Group folder that relates to your meeting.
Step 3: Create a Meeting
Click the "CREATE A MEETING" button to set up your meeting.
Add your meeting title, date, start/end time and proposed next meeting date. You can then add your meeting participants (i.e. those in attendance) by clicking the "ADD MORE" button on the top right-hand side of the "Participants" block.
Click the "SAVE" button on the top right-hand side of your screen to start recording your minutes.
Note: All "Meeting Participants" will receive an email notification allowing them to download a copy of the Meeting Minutes pdf file, so be sure to include everyone in the meeting that requires a copy.
Step 4: Add Sections
Type a section title to label your topic of discussion.
Step 5: Add minutes
Add a task or a note to your section by clicking the related buttons.
Tasks include a minute description, assignee and due date. Notes are used to log items that are not actionable under your section.
Step 6: Add attachments (optional)
Click the small floating paperclip button to reveal the attachment options for your meeting.
- Attach a plan/file from your document register to your meeting
- Markup a plan from your document register and attach it to your meeting
- Attach any form notice from your Management module to your meeting
- Attach a photo or file from your device to your meeting
Step 7: Send, Save or Save as draft
After adding all related information to your meeting, click the "DONE" button on the top right-hand side of your screen to reveal the below options:
- Send (email notifications are sent to recipients)
- Save (email notifications are not sent to recipients, but a meeting is logged)
- Save as draft (come back to your meeting later)
Step 8: Notifications (if sent)
After sending out your Meeting Minutes, each contact receives an email notification like the one in the example below.
Recipients can click the "Download Meeting Minutes" button to download the Meeting Minutes pdf and any related attachments.
A record of the meeting is added to your Meeting Group folder, including all related information.
Note: Meeting Minutes email notifications are one-way only, so replies to these emails from recipients are not relayed to the sender.
Example: Meeting Minutes email notification
Example: Meeting Minutes pdf file
Step 9: Review Meeting Minutes (next meeting)
New Meeting Minutes are carried forward from one meeting to the next to be reviewed, before recording additional minutes under each section.
To review a set of meeting minutes, start by creating a new meeting in the related Meeting Group folder. All minutes from the previous meeting will be displayed.
You can then mark each minute (i.e. a task or a note) as completed/reviewed, by clicking the checkbox on the left-hand side of each.
Minutes that are not checked will be carried forward to the next meeting and will continue to appear in corresponding meetings until they are completed/reviewed.
Note: once minutes are checked off, they do not appear in the next meeting.
Example: Meeting One - create an initial set of minutes
Example: Meeting Two - Meeting One minutes checked off
Example: Meeting Three - checked minutes from Meeting One (signed off in Meeting Two) do not appear
If you have any questions about the Meeting Minutes tool, shoot us an email at email@example.com and our customer success team will be in touch.
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