This page provides tips on how MeetingBooster helps you succeed in meeting management.
“The task management system’s reminders drive accountability without managers having to follow up constantly.”
Senior Partner, Project Management 4 Everyone
Managing this stage sets the standard for the rest of the meeting management process. Before you decide to have a meeting, ask yourself what’s the objective? Who needs to be involved, and how long have similar meetings taken in the past?
Before the Meeting Checklist
- Define the objective
- Decide on attendees
- Schedule the meeting, and reserve the location, supplies, etc…
- Invite attendees giving them the following information:
- Meeting name
- Date, location, start and end times
- Meeting purpose and desired outcomes
- Preparation action items for attendees
- Prepare a meeting agenda
- Distribute the agenda
Scheduling a meeting involves several factors, and MeetingBooster assists you in the management of these elements. MeetingBooster ensures that you have the correct contact information, attendee availability and an easy way to distribute and track the invitations. It is important to determine who must attend and who is not required. Many organizations waste time and money inviting attendees that are not critical to the meeting. The same is true for not including the right attendees, forcing you to have another meeting. MeetingBooster makes schedule management easy.
Having a formal agenda will help you stay on track and get the best results. Create the agenda in MeetingBooster from scratch, use a meeting template or a previous meetings agenda. MeetingBooster lets you assign topic times and add supporting information like descriptions or attachments. Assign pre-meeting tasks and send the agenda with one click. MeetingBooster handles the agenda management process from start to finish.
Efficient meetings are seen as beneficial, whereas inefficient meetings often frustrate participants and can do damage to their interactions. There are several identifiable roles when running a meeting, and it is important to clarify who the organizer, host, presenter and note taker are prior to starting the meeting.
During the Meeting Checklist:
- Take attendance
- State the purpose of the meeting
- Assign roles
- Preview the agenda
- Call for any additions to the agenda
- Follow the agenda items using the following process:
- Review action items and clarifying accountability
Defining proper roles is critical to a successful meeting. There may be several presenters during the meeting so it is important to have a main host to facilitate the meeting and ensure that it progresses accordingly. The note taker is responsible for documenting what is discussed and decided so be sure to choose the appropriate persons for each role. MeetingBooster lets you easily assign and change roles as the meeting progresses. MeetingBooster streamlines role management.
Starting on time requires discipline by the organizer and the participants. If the meeting was supposed to last 1 hour, it should end in 1 hour and the agenda should reflect realistic times. MeetingBooster displays several time counters, helping you to stick to your schedule. MeetingBooster takes care of time management.
Staying on topic is the only way to adhere to a schedule. MeetingBooster lets you navigate through the agenda allowing the note taker to record minutes and assign tasks. If a topic looks like it is going to take longer than expected, just park it. MeetingBooster ensures accurate topic management.
When concluding topics, the host should summarize what needs to be done and who is doing what. MeetingBooster helps the note taker document this information on the fly using the note card, meeting tools and topic conclusions statements. MeetingBooster facilitates conclusion management.
When a meeting is over, the real work begins. Discussions and decisions that take place during the meeting dictate the outcome of goals set during the meeting. Many organizations spend large amounts of time and money on meetings, only having to revisit the discussions and decisions. That is why taking proper meeting minutes are vital to success.
After the Meeting Checklist
- Summarize notes and finalize minutes
- Distribute and archive minutes
- Schedule next meeting if required
Meeting minutes are typically created in MS Word and emailed to attendees. This is a manual labor intensive process with a high margin of error. MeetingBooster auto-generates a professional meeting minutes document including topics, notes, decisions and tasks. Easily distribute minutes to attendees and archive the minutes in the cloud for later review. Users also benefit from a dynamic search function helping you find what you need when you need it. MeetingBooster controls meeting minute management.