During a meeting, tasks are shared that are easily forgotten by the executive officers. With ADD meeting Management, the meeting Manager can with simplicity follow up that the distributed tasks are actually carried out.
We meet the need for a dynamic tool where you can easily keep track of the meetings and activities you have been assigned and where you have easy access to the agenda and minutes. The protocol is, of course, saved in a print-friendly and static format so that what was decided during the meeting should be documented in an information-secure manner.
Benefits
Managing meeting agendas and protocols can be a time-consuming task. It must also ensure that the right people get all the information, and to manage the tasks that are decided at the meeting.
It often results in slow management and risks that assigned tasks are not followed up effectively.
With ADD meeting Management, we take advantage of the smart features of ADD and our collective experience of how meeting management can be managed in an efficient and inspiring way.
| Features | |
|---|---|
| Invitation by mail and in Calendar | Mail with information about the meeting and a link to the meeting minutes in the system is sent to the invited |
| Attendance and Absence list | The meeting attendees are automatically downloaded from the invited list. Absent is automatically calculated |
| Easily keep track of who will do what to the next meeting | Opportunity to comment and correct the agenda after the invitation but before the meeting, and inform the meeting participants of the changes by email
|
| Flexible and adjustable | Dynamic tool, but also a locked version of the Protocol for Information-Secure protocol management. |
| Data can be added to each agenda item. These are listed for printing | An agenda directly in the system, making it easy to prepare for the meeting. (new as separate item)
Implementation of the task can be postponed until later meeting and automatically pops up in later meeting agenda |
| Overviews with the status of the meeting details | An overview with status icons directly in the protocol for monitoring the status of the tasks for the meeting. There are also two separate overviews showing all completed/uncompleted tasks |
After a meeting, it is easy to forget what has been decided and what information has been distributed.
Add meeting Management gives you a call that turns into an agenda and then becomes a protocol set.
The tasks decided during the meeting are handled both integrated and independent of the meeting.
Your own data is located on your start page in ADD and as the meeting Manager you can easily keep track of the status of each task.
Meeting management in Ex. word
- A protocol in, for example, MS Word format is static. During a meeting, tasks are shared that are easily forgotten by the executive officers.
- In traditional protocols, the meeting Manager has no opportunity to follow up if the distributed tasks are actually carried out.
- When changing/updating the agenda it takes a long time to inform all invitees.
- Have they invited any thoughts, ideas or questions about the meeting that everyone should take part of, it is difficult to inform the other invitees about it.
ADDSYSTEMS Meeting Management
- Create and share tasks, get mail with information about the task, and link to it in the system that goes to executive officers.
- Status of the data showing whether they are completed, during implementation or not completed.
- Have you changed/updated the agenda? Inform all invited by a simple keystroke that sends out mail with the information + link.
- With our commenting feature, all the invitees can easily and quickly discuss EV. Thoughts, ideas and questions regarding the meeting.
Addsystems offers a unique, combined protocol and activity management. It considerably facilitates the administration of internal protocols.
All Tasks/decisions/activities are added to the protocol at the same time as they are distributed to the respective managers. The data are then added to the forthcoming agendas and protocols until they are finalised. An approved protocol is locked so that they contain the status of approval even if the status of the input activities is changed or deleted.
Step-by-step on how our meeting management works
Select the date, time, and location for the meeting, and which ones to invite to the meeting. Add any number of points to the agenda as well as attach files. An email goes to the invitees with information about the meeting and a link to the invitation meeting in the system. Meeting participants can also reach the agenda via the calendar.
In anticipation of the meeting, the invitees have the opportunity to comment on the meeting agenda. The meeting Manager can edit the agenda as needed and can send an e-mail message to the invitees, with information that the agenda has been updated.
When the meeting starts, the meeting manager selects a secretary who is the person who can edit the protocol during a meeting. Those who are not present are unchecked in the list and will automatically appear as absent.
During the meeting, it is possible to add texts to the items in the agenda and to allocate tasks for each item
In the course of the meeting there is the possibility of sharing tasks, a new window opens with the possibility to enter information about the responsible, follow-up date, last clear date and task description.
When the task is defined, it is sent to the responsible person who
E-mail message with a link to the task. The task also appears on the home page of the person responsible.
The protocol lists all the tasks decided under each item on the agenda in a print-friendly format. It is also possible to attach any number of annexes to the minutes of the meeting.
Once the meeting has been completed, the time and place of the next meeting are determined.
The protocol is then fixed and corrected by the meeting Manager. When the protocol is corrected, an e-mail message is sent to the selected submissions with a link to the protocol, and then the protocol is no longer editable.
All the information that is distributed under the meeting list at the bottom of the protocol with a status icon indicating whether the task is not started, is ongoing or completed. In this way, the manager can keep track of whether the data is carried out.
As the next meeting approaches, the responsible person prepares a new invitation.
To the New agenda, old agenda headlines follow. The previous data to be followed up are listed in the agenda. The selected date and location for the next meeting are displayed in the new form. The old protocol has been saved away.