28 Mar Using WorkNav for Meetings
Traditional work place “Meetings” can be disorganized and time wasting. TASKey WorkNav can streamline both physical and virtual meetings; so the focus is on important issues, and administration is minimal. WorkNav can be applied in many ways, so a suggested method to facilitate meetings is provided.
Before the Meeting
- Create a meeting Task with a Sub-Task for each meeting. If you have more than one type of meeting create a Task for each meeting type.
- Add all people who are to attend the meeting or have an interest in the proceedings e. g. “Discuss policy changes”. Do not make them delegates.
- Invite all attendees to add agenda items as ToDos and ToDo notes. These will appear as suggestions which can be accepted or rejected by the person responsible for the meeting.
- Prior to the meeting review the list of suggested agenda items and accept them or reject them. Enter the reason for rejection that you want to include in the automatic notification. Add any other agenda items. You now have the meeting agenda.
During the meeting
- Discuss each ToDo (agenda item). As the discussion proceeds add a summary of the discussion in
the relevant ToDo note.
- When a ToDo is agreed to be done, add a new ToDo to the meeting Task immediately. Decide what needs to be done (ToDo), by whom (Responsible Person and ToDo team) and when it needs to be done. By doing this in the meeting all parties have the opportunity to ensure the displayed ToDo and ToDo notes reflects the outcome of the discussion. This increases participant’s ownership of the ToDo and reduces misunderstandings.
- When a ToDo is added, it is immediately shown in relevant team member’s ToDo list. So they can quickly see if the ToDo clashes with other ToDos they already need to do. If a clash occurs, a resolution can be discussed and agreed at the meeting.
After the Meeting
- At the end of the meeting a printed Live Plan report preserves the integrity of the Minutes. The Minutes can be printed in Word or pdf format. Individual ToDos can be printed to show the notes. To communicate with people not at the meeting, individual ToDos with their notes can be also emailed to anyone.
- Additionally, shortcuts should be created for all ToDos not completed (ticked off) at the meeting. Leave the shortcuts in the meeting Task as a record of what needs to be done from the meeting and move out the ToDos to the appropriate Tasks e.g. Move the ToDo related to policy changes to the relevant Policy Change Task.
Note: Due to the TASKey WorkNav business rules to maintain privacy and security, you may need to ask the person responsible or their delegate to move the ToDo into the relevant Task(s).
- If required, a Sub-Task can be created to be used as a running sheet of ToDos arising from one or more meetings.
Note: This is done by creating a second ToDo shortcut and moving it to the running sheet Sub-Task.
Reviewing completed and overdue ToDos from previous meetings at the start of each meeting is a
good way to ensure all ToDos are being dealt with.
For methods and tools to reduce stress and increase meeting productivity, visit www.taskey.com