Create and run your first meeting

Learning outcomes:

• How to create a meeting
• Track goals, tasks, and a scorecard in meetings
• How to edit a meeting
• How to create a meeting event
• How to access old or existing meeting events
• Add agenda items 
• Add or remove attendees
• Add your wins
• Review your goals 
• Meeting task board
• Add your roadblocks
• Assign tasks from roadblocks
• Resolve a roadblock
• Add meeting notes
• End the meeting

We recommend using Chrome as your browser when working on the platform generally. For meetings, some browsers will block the automated meeting minutes from being created at the end of a meeting.

 

 

To navigate to the meeting module, from anywhere on the platform, open the navigation menu by clicking the navigation button in the top left of the screen, then select Meetings.

 

How to create a meeting

When you are creating a meeting, think of it in the way you would when you are sending out a meeting invite. You need to include the right people, give the meeting an appropriate title, add a good description and record the intended agenda.

 

To create a meeting template, click the new meeting button in the top right of the meetings module.

 

Add the meeting details; the meeting title, frequency and description. We have offered some standard agenda items, but you can delete these by clicking the delete button in line with the agenda, and you can add more agenda items by clicking the add button, typing the agenda item and clicking save.

 

For each meeting created, we create a task board so any tasks created during the meeting are displayed on the meeting task board. If the link to existing board toggle is left at no, a new task board will be created for the meeting.

 

If you would like to link an existing task board to the meeting rather than creating a new one, set link existing board toggle to yes and choose the board you want to link. For example, if you are running a project and created a project task board and then created a meeting for the project team, you may want to link the project task board you have already created so there is a single source of truth for all tasks related to the meeting and project.

 

By default, the show attendees' goals toggle is set to yes. This means all attendees in progress goals will be displayed in the meeting event window. If you don't want to review attendees' goals in the meeting you can set the show attendees' goals toggle to no.

 

If you would like to track a scorecard in a meeting, toggle the Link a scorecard to yes, and search for the scorecard you want to track in the meeting. To link a scorecard, you need to be a member of the scorecard, and it needs to exist. To find out how to create a scorecard read this article.

 

Next, select the attendees for the meeting by checking the checkbox next to each of the required attendees' names.

 

The agenda items and the attendees added to the meeting will be included in every meeting event created for this meeting. Click save to create the meeting.

 

 

Track goals, tasks, and a scorecard in meetings

To make sure you have all the information to hand in a meeting we've made sure you can get a view of meeting attendees' goals, track a scorecard, and create a task board for you to record and track action items that come out of a meeting. 

 

By default, all meetings are set up to track all attendees' in-progress goals. If there are goals that appear in the meeting that are not relevant, you can hide them to maintain focus on the goals that matter. And if your meeting does not relate to goals, you can turn this setting off and goals will not appear in the meeting. 

 

For every meeting created a task board is created, or you can link an existing task board. This allows you to record and assign action items to any attendee and track them through to completion live in the meeting. Not only that, we'll make a record of each task created in the meeting and surface that record in the meeting minutes.

 

You can also track a scorecard in your meeting. Create a scorecard, add it to the meeting and each time the team come together you can get a powerful overview of progress toward the most important metrics your team are working on improving.

 

 

Edit a meeting

You can edit the meeting details whenever you need to by clicking the edit button in line with the meeting.

Once the editor is open you can make changes to any of the details. Click save when you have made your updates.

 

 

Create a meeting event

Meeting events helps you to run your meetings. You can record discussions and notes, easily access goal and task information for review and record any roadblocks raised by the team. And once a meeting is ended, the meeting minutes are generated and sent to all attendees via email.

 

To create a new meeting event, click the add button in line with the meeting and the meeting event window will be displayed.

 

You can see the attendees that were added to the meeting are displayed in the left column, as well as the agenda items. In this case, we chose to display goals so you can see all the attendees' in progress goals are displayed in the center of the meeting event window.

 

 

Access existing meeting events 

To view an old meeting event, click the arrow next to the title of the meeting.

 

You can update the meeting events date by clicking the edit button, make the update, then click save.

 

To open an existing meeting event click the go-to meeting button.

 

Add agenda items to a meeting event

If you need to add agenda items to the meeting event, click the add button in the agenda window, type the agenda item and click save.

You can see a record of the agenda item being added to the meeting in the meeting summary window.

 

 

Add or remove attendees to a meeting event

You'll notice when you start a new meeting event the attendees list editor is open. This is so you can add and remove attendees as necessary for the meeting event. Remember, the attendees you added when creating the meeting will always appear in the meeting events. Once you click save to confirm the attendees, the good news editor will open... that's your next stop.

 

If you need to add or remove attendees for the meeting event after closing the attendees editor, click the add button next to Attendees, check or uncheck the checkboxes next to the relevant peoples' names, then hit save. 

 

You can see a record of these changes in the meeting summary window.

 

 

Add your wins

After saving the attendees list the good news editor will be open for you to record your wins.

 

To open the good news editor and add a win, click the add win button in the top right hand corner of the win window.

 

Add the win information and record who it was that suggested the win, then hit save.

 

The win is recorded and a note is added to the meeting summary.

 

If you need to edit any win details, click the win title and the editor will open so you can make the necessary updates. Once you have made the updates, click save.

 

 

Goal review

If you specified show attendees' goals when you set up the meeting, you will be presented with a list of all attendees' in progress goals. in the center of the meeting event window.

 

If there are any goals in the list that were not relevant to the meeting, they can be hidden by clicking the hide goal button in line with the goal.

 

Any hidden goals can be added back into the display by clicking the down arrow next to hidden goals, then the + button in line with the goal you want to be displayed for review in the meeting.

Ask the goal owner for an update about the goal. To view outcomes related to a goal, click the arrow.  If you need to access more details about a goal, click the goal title to open the goal detail screen.

 

 

Task review

When a meeting is created there is an option to link an existing task board, or to create a new task board. Whichever option is chosen, a task board will be related to the meeting. By clicking on tasks, the meeting task board will be displayed in place of the goals in the center of the screen.

 

All meeting attendees are added as members on the task board. And when you add an attendee to a meeting event, they too are added as a member of the meeting task board. This means you can assign tasks to anybody in the meeting.

 

To add a task click the task button above the task board. As a minimum, add the task title, the task due date and assign the task to someone. Click save when you are done then you can add a checklist or close the task editor. The task will appear on the task board under the assigned task status.

 

Tasks can be dragged and dropped across the task board to update the status. They can also be reordered by drag and drop as well. To edit a task, click the task title to open the task editor window. Any tasks created during the meeting will be recorded in the meeting summary window.

 

 

Roadblocks

To add any roadblocks that are raised during a meeting, click the add roadblock button. 

 

Add a title, a description and the root cause of the problem as well as any relevant notes from the discussion, add the person who is roadblocked and click save. 

 

The roadblock will be displayed in the roadblock window in the meeting event and the meeting summary will also reflect that a roadblock was created. If any details need to be updated, click the roadblock title to open the roadblock editor. 

 

 

Assign tasks from a roadblock

Now you can assign tasks to the team that once completed will remove the roadblock, or, if the roadblock is removed during the meeting, you can check the checkbox to resolve the roadblock. 

 

To add a task to the roadblock (and the meeting task board), click the task button in line with the roadblock. Adding a task to a roadblock is different to just adding a task to the meeting task board. Each task added to a roadblock is recorded against the roadblock, and until all the tasks associated with a roadblock have been completed the roadblock remains unresolved and will appear in subsequent meeting events.

 

Once tasks have been recorded against a roadblock they will appear on the meeting task board and, if you click the roadblock title, the tasks are displayed in the roadblock editor.

 

 

Resolve a roadblock

To resolve a roadblock, click the red hexagon to the left of the roadblock's title.

 

The roadblock will now appear under Resolved roadblocks. Clicking the check button on a resolved roadblock will move the roadblock back to unresolved.

 

 

Add meeting notes

There are always going to be discussions in a meeting that need to be recorded. These discussions may not relate to a win or a roadblock. So, to record a meeting note, click the add meeting note button in the summary window.

 

Add the note and click save.

 

Meeting notes are displayed in the summary window. You can tell the difference between a meeting note and a summary item as the meeting note text colour is blue. To edit a meeting note, click the title to open the editor.

 

End your meeting

When your meeting comes to an end, click the end meeting button. A pdf record of the meeting minutes (the meeting summary items) is downloaded from your browser and each attendee will be emailed a link to the pdf. 

 

The meeting minutes show the meeting event agenda, the attendees, the wins, the goals reviewed, the roadblocks and the summary of actions.

 

You can review all your closed meetings but you cannot make any changes to the data recorded against that meeting. For instance, you can review your roadblocks but you cannot add more. Of course you can make changes to the tasks but you cannot assign more tasks to a roadblock.