By definition a Meeting is a scheduled event when employees discuss one or more topics.
Establishing a structured Meeting Process is imperative for optimizing time utilization and achieving desired outcomes. This process will vary from organization to organization, however when creating your own, take into consideration some points that should not be overlooked.
Create a Meeting Agenda: It is a document that outlines the topics to discuss in a meeting. These points must be relevant for you+. New Projects, Attrition, Hiring Process, Finances, are examples of topics that can be considered in the agenda.
How long should the meeting last? A few factors must be considered here: Departments that will participate, estimated time for each participation and additional actions required for a successful event.
Selecting Attendees & Roles: Consider who the appropriate attendees are for the meeting to be effective.
Generally, there are two main roles in a meeting: The Leader and the Note Taker. The Note Taker must be capable of effectively recording the information discussed during the meeting.
Accomplishments and Action Points: Set a time to review the progress of last week's action points to ensure proper completion of projects or initiatives and additional time to recap the actions that will take place as a result of the agreements in the meeting.
Document & Communicate: Once the meeting process structure has been decided, document it and communicate it to the interested parties, set the times and dates that the meeting will occur using a recurrent meeting invite.
A great way to start is to check out our Meeting Process Template located in the Manual section of your Dashboard under "Create your Own".
Customize the template based on your needs following the guidelines below:
Update the Title and Purpose of the Activated Checklist. For the Title try to be as clear as possible with the name of the meeting you will use the Activated Checklist for. Under Purpose provide instructions of when and why this template should be use and how to start an instance of the Activated Checklist.
Add the Agenda Topics that represent the structure and needs of your meeting, add those items in the Instructions Panel under conditions and replicate them in the main checklist as an activity step.
The template is provisioned with 5 items for agenda steps but you can add as many as needed. They are required to be added in the instructions panel and in the main checklist as stated before.
Your Agenda template is now customized, and you can use it for every meeting activity.
You can also customize the Activity Title to automatically show the date of the meeting when running an instance of the Activated Checklist. Check out this support article to see how.
