WebspirationPRO How To's - Record and Store Meeting Minutes on the Web
How to Record and Store Meeting Minutes on the Web
Advances in technology make it possible for meetings to take place anywhere, even in virtual environments. This creates even more of a need to capture the essential information of a meeting – the decisions and assigned actions. Meeting minutes can keep the meeting organized and flowing so everyone is on the same page. Recording minutes helps keep attendees on track, reminds them of their role in a project, and clearly defines the action items and outcomes of a group session. Meeting minutes will ensure that your meetings are productive and efficient and will eliminate confusion by team members, especially when everyone in attendance may not be sitting in the same room.
To record effective meeting minutes:
- Define the purpose of the meeting and create a meeting agenda in advance to help keep your meeting on track.
- Designate someone on the team to be responsible for recording items discussed, new topics, decisions and action items.
- To avoid inefficient meetings, keep a “parking lot” topic where you can list any tangential ideas that surface. These are things that can be taken care of later.
- Planning the next meeting’s agenda helps to continue the momentum.
- Make sure attendees are ready to take on action items, contribute to discussions, and/or make decisions.
- Review the action items at the end of the meeting and make sure everyone clearly understands what needs to be accomplished before the next meeting.
To record and store meeting minutes in WebspirationPRO:
1. Before the meeting, click on the Templates/Examples button on the WebspirationPRO Starter screen and open the Meeting Minutes template.
2. Working in either Diagram or Outline View, rename the document with your meeting’s name and date.
3. Complete Section I “About the meeting.”
4. In Section II, describe the purpose of the meeting in one sentence.
5. List the topics for discussion in Section III.
6. Invite the attendees of the meeting to collaborate on the document (Share > Invite). Copy and paste the purpose of the meeting into the invitation. Give others the opportunity to list additional topics for discussion.
7. During the meeting, open the document and record who is in attendance. If team members are offsite, they can open the document on their own computers and call into a central line, and then use the WebspirationPRO Chat tool to participate virtually.
8. Review the purpose of the meeting and topics for discussion.
9. Record decisions and action items during the meeting. As changes are made to the document, all participants will instantly see the changes on their screens.
10. Plan the next meeting by listing topics for discussion in Section VI.
11. Select Email Document Users to send a message with a link to the updated document.
12. Lastly, evaluate the meeting and record results in Section VII.