Meeting

This page explains how the Meeting library item is used and the settings used.

Overview

The Meeting Reference Type is a Library Item used for creating and storing meeting notes and action items for future or past meetings.

Meetings are used for general meetings. For emergency management related meetings, use the Briefing and Handover Information item instead.

With security permissions, it is possible to create a workspace in which access to meeting notes can be secured to particular groups of users. Communication Managers can share meeting notes using the Communications system.

You'll need to set the Reference Type to Meeting in order to use this type.

Meetings record the Topic, Time and Date, Agenda, Attachments and Notes. The settings contain useful fields to help prompt capture of the relevant meeting information.

Refer to the register guide for further instructions:

Library

Settings

Example of a Meeting Library Item for a Committee Meeting

The Meeting Library Item is split into two sections:

• Agenda - which covers the main details of the meeting

• Meeting Notes - which records who was and wasn't present along with any minutes and action items

Agenda

Topic

Use this field to record the topic of (or reason for) the meeting. This is useful for finding it in lists. This field is required to be filled in.

Meeting Start Date and Time

Use this field to record the Start Date and Time for the meeting with the date selection field provided.

This can be a future date if it is an upcoming meeting. If the meeting has already been held, then make sure this date and time reflects the actual date and time when the meeting was held.

Agenda

Use this field to outline what is to be discussed in the meeting with the rich text field provided.

You can include bullet point lists or tables to outline your agenda items.

Business Papers

Use this field to add one or more file attachments using the file attachment field provided. These can be papers that are to be discussed in the meetings.

Meeting Notes

Meeting Notes section

Present

Use this field to record the names of people who were present in the meeting

Absent

Use this field to record the names of people who were supposed to attend but were absent.

Review of Previous Minutes

Use the rich text field provided to record a detailed review of the previous meeting minutes noting down any inaccuracies.

Meeting Notes

Use the rich text field provided to record detailed meeting minutes, discussion topics and notes.

Resolutions and Action Items

Use the rich text field provided to record detailed meeting notes of any resolutions and action items.

You may wish to create Requests, Request Tasks or Needs & Tasks to record and assign action items.

Date and time of next meeting

Use this field to record the date and time for the next with the date selection field provided.

Meeting closed time

Use this field to record the date and time that the meeting closed with the date selection field provided.

Details

Reference Type

This field should be set to Meeting prior to changing any other settings. Document is the default for this field.

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