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Topics: Communications Management, Government
What tool do you recommend to use to document meetings?
Network:280



On several occasions it is necessary to document the meetings, and follow up on the agreements. Some tools that can help document and that everyone has access. Also the follow-up to commitments
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Network:2419



I've used SharePoint and Confluence before. Alway's a go-to is OneNote. Available on all platforms (PC, Mac), web-browsers, and mediums (computer, tablet, mobile), easy to use, and if Office 365, can live share with a larger group, else can share via email.
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1 reply by Santiago Cartagena
Oct 18, 2019 1:41 PM
Santiago Cartagena
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Thanks Andrew, nice combination, I'll tried.
Network:2525



Become clear about your requirements before choosing a solution.
How about persistence, searchability, access control, dependencies, ownership etc
If its a legal requirement ask them what it needs in your legislation. E.g. in Germany you need to be able to reproduce project documents for minimum 10 years. Had such cases when our IRS looked for evidence.
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1 reply by Santiago Cartagena
Oct 18, 2019 1:40 PM
Santiago Cartagena
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Thanks Thomas, it is a good point.
Network:1673



So long as it is not distracting to the group or the scribe, I'd suggest keeping the actions visible to all as the meeting is progressing rather than waiting till the very end (or even worse after the meeting has ended) to confirm shared understanding of the actions and who the owners are. The minutes themselves can follow afterwards, but I've been in too many meetings where there was a difference of opinion about who was responsible for exactly what.

Collaborative platforms like Confluence might provide greater opportunity for feedback and confirmation of content but there will be the need to be able to baseline what was decided upon in the event that the content changes later on.

Kiron
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1 reply by Santiago Cartagena
Oct 18, 2019 1:43 PM
Santiago Cartagena
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Thanks Kiron, as always successful comments. I'll tried Confluence for confirmation.
Network:1921



In my actual work place we use Zoom. You have the possibility to record the meeting and after that put it in a brief. This is because we work remotley obviously.
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1 reply by Santiago Cartagena
Oct 18, 2019 12:26 PM
Santiago Cartagena
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Thanks, but what about the commitments? How do you follow?
Network:241



Great topic. How about any of these? https://www.girlsguidetopm.com/the-best-me...est-and-review/
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1 reply by Santiago Cartagena
Oct 18, 2019 1:16 PM
Santiago Cartagena
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Thanks Tim, nice article, very useful tools.
Network:435



One of my favorite tools is Microsoft Teams. You can store/share documents as well as sharing meeting minutes using the wiki function.
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1 reply by Santiago Cartagena
Oct 18, 2019 1:34 PM
Santiago Cartagena
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Thanks Arash. But, all member must have MS team?
Network:354



I generally use Word. All internal and external stakeholders can read the files without additional software. It enables password protection and tracking comments. They can be easily archived on a server, and if the file names are managed properly, existing links will still point to the latest version/date. Unless MS goes out of business, there is little concern that the software will become obsolete and files will become unusable in the future without a dedicated machine running Win 95 or something.

I'll typically follow up during project meetings or offline via phone and email, and document those specific discussions via email. Updates to the status of all actions (not necessarily the details) will also be communicated and documented in the team project meetings.
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1 reply by Santiago Cartagena
Oct 18, 2019 1:38 PM
Santiago Cartagena
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Thanks Keith, actually I use MS word as well, but when I can't find some decision or fact is not the best way, also the tracking of compromises it is hard.
Network:280



Oct 18, 2019 6:45 AM
Replying to Sergio Luis Conte
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In my actual work place we use Zoom. You have the possibility to record the meeting and after that put it in a brief. This is because we work remotley obviously.
Thanks, but what about the commitments? How do you follow?
Network:280



Oct 18, 2019 6:59 AM
Replying to Tim PM
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Great topic. How about any of these? https://www.girlsguidetopm.com/the-best-me...est-and-review/
Thanks Tim, nice article, very useful tools.
Network:280



Oct 18, 2019 8:42 AM
Replying to Arash Max Ghorbandaei, PMP
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One of my favorite tools is Microsoft Teams. You can store/share documents as well as sharing meeting minutes using the wiki function.
Thanks Arash. But, all member must have MS team?
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