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Topics: Communications Management, Consulting, IT Project Management
Meetings and Projects How to handle them
Network:38



Hello Team,

I hope everyone is doing well. I would like to know what do you all use to conduct meetings (prefer tools and why) as what do you do to keep records of your meetings with your projects.

Another words, yes i am sure some of you may use webex, or gotomeeting.com or perhaps freeconferencecall.com to conduct meetings but how you do keep records of these meetings, by perhaps attaching the minutes to the project? I am just curious ..
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Network:1966



Recommended to have a central project hub where all things project related are stored and shared. Any meeting conducted would have associated notes shared via the hub.
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1 reply by Sean Conroy
Sep 18, 2018 7:29 AM
Sean Conroy
...
Our organisation has been using Smartsheet as our central information hub.

All meeting requests can be noted on the department calendar which is synced with MS Outlook to our mail accounts. Minutes can be added as attachments to a date and any outstanding items can be resolved by discussion either through Slack or comments on the Smartsheet row.
Network:95



I agree with Andrew. Also, I would ensure that all teleconference meetings are recorded, and the recordings are archived so that they can be referred to later as needed. All meetings should have an agenda, summary of discussions, decisions made (and by whom), and action items assigned (and followed up on).
Network:38



Andrew,

I hope all is well Sir. Thanks for your time by the way, but what you are describing is a manual process...of recording meeting notes then put them in the same folder etc. Then in the next meeting we need to pull the meeting notes and look for the action items and do it again...I was thinking of something that is more automatic...perhaps a tool of some sort.
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1 reply by Andrew Craig
Sep 18, 2018 8:03 AM
Andrew Craig
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Yes, manual through typing the notes. But in Confluence you simply add a new meeting notes page, fill it in and share. Once saved, all members automatically receive the update. What I do is use the template to create the agenda in advance then fill in as the meeting goes. I also link the previous meetings notes. The important thing here is that the notes are centrally managed, not living outside the project in email.

Or are you looking for dictation software?
Network:38



Eric,

I agree with both of you indeed, the thing that I see here and I guess what I am looking for, is something or a tool that can keep records of these meetings and attach them to an specific project. We all have a lot of projects, and as we all know every project has its own notes, charter, documents, etc...but we have to put all of our excel sheets, word documents, power points into most likely a folder. Which I dont think is a good way to keep records.

I recently did a project in Singapore and the gentleman there was very adamant about the project records. He wanted all notes, meeting minutes, scope changes, and all and it felt really bad sending him a simple zip files with all the project records. Hence the reason why I asked this question here as to perhaps someone knew about a true PM tool.
Network:128



If you use Microsoft Outlook (2016) meeting it has a feature to record the meeting notes in OneNote. It allows you to create notes for your use or to share it with the team. Shared OneNote will allow others to take a look at the page without manually sharing it in the email or document.
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1 reply by Cesar Fiestas
Sep 19, 2018 4:15 AM
Cesar Fiestas
...
Srikana,

Indeed I have seen this before and it works pretty good as well. Thanks for the input
Network:29



Sep 18, 2018 6:14 AM
Replying to Andrew Craig
...
Recommended to have a central project hub where all things project related are stored and shared. Any meeting conducted would have associated notes shared via the hub.
Our organisation has been using Smartsheet as our central information hub.

All meeting requests can be noted on the department calendar which is synced with MS Outlook to our mail accounts. Minutes can be added as attachments to a date and any outstanding items can be resolved by discussion either through Slack or comments on the Smartsheet row.
...
1 reply by Cesar Fiestas
Sep 19, 2018 4:12 AM
Cesar Fiestas
...
Sean,

I do like smartsheet a lot, and have used it in the past.
Network:1966



Sep 18, 2018 6:19 AM
Replying to Cesar Fiestas
...
Andrew,

I hope all is well Sir. Thanks for your time by the way, but what you are describing is a manual process...of recording meeting notes then put them in the same folder etc. Then in the next meeting we need to pull the meeting notes and look for the action items and do it again...I was thinking of something that is more automatic...perhaps a tool of some sort.
Yes, manual through typing the notes. But in Confluence you simply add a new meeting notes page, fill it in and share. Once saved, all members automatically receive the update. What I do is use the template to create the agenda in advance then fill in as the meeting goes. I also link the previous meetings notes. The important thing here is that the notes are centrally managed, not living outside the project in email.

Or are you looking for dictation software?
...
1 reply by Cesar Fiestas
Sep 19, 2018 4:15 AM
Cesar Fiestas
...
Andrew,

The reason why I am asking this is because a while back we started a project where voice AI was involved, and I thought that perhaps it would be nice to have all meetings transcribed automatically rather than typing the notes manually and attach them to the project, hence perhaps makes me think that I should revive this old project.
Network:38



Sep 18, 2018 7:29 AM
Replying to Sean Conroy
...
Our organisation has been using Smartsheet as our central information hub.

All meeting requests can be noted on the department calendar which is synced with MS Outlook to our mail accounts. Minutes can be added as attachments to a date and any outstanding items can be resolved by discussion either through Slack or comments on the Smartsheet row.
Sean,

I do like smartsheet a lot, and have used it in the past.
Network:38



Sep 18, 2018 8:03 AM
Replying to Andrew Craig
...
Yes, manual through typing the notes. But in Confluence you simply add a new meeting notes page, fill it in and share. Once saved, all members automatically receive the update. What I do is use the template to create the agenda in advance then fill in as the meeting goes. I also link the previous meetings notes. The important thing here is that the notes are centrally managed, not living outside the project in email.

Or are you looking for dictation software?
Andrew,

The reason why I am asking this is because a while back we started a project where voice AI was involved, and I thought that perhaps it would be nice to have all meetings transcribed automatically rather than typing the notes manually and attach them to the project, hence perhaps makes me think that I should revive this old project.
Network:38



Sep 18, 2018 7:16 AM
Replying to Srikana Ray
...
If you use Microsoft Outlook (2016) meeting it has a feature to record the meeting notes in OneNote. It allows you to create notes for your use or to share it with the team. Shared OneNote will allow others to take a look at the page without manually sharing it in the email or document.
Srikana,

Indeed I have seen this before and it works pretty good as well. Thanks for the input
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