Meeting

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Meeting

Digitising meeting management is a key way to work effectively with information across the business

Preparing for a meeting

Preparing for a meeting consists of creating a new Meeting record (object) within which everything that is needed for the meeting is prepared:

  • list of participants
  • setting the date and time of the meeting
  • information to be discussed (e.g. minutes from the last meeting)
  • tasks to be evaluated
  • decisions to be made

Once prepared, the system sends invitations to all participants.

Generating preparation

Tip: Meetings usually have the same participants and cover the same areas. Typically, tasks are discussed in the meetings until they are completed. You can easily create a new meeting by generating a new one from a the previous one – use the command Repeatable for several new meetings or New meeting for a single new meeting.Automatic generation of a recurring meeting includes:

  • copying the list of participants
  • adding pending items from the previous meeting to the agenda
  • if the previous meeting includes a date for the next meeting, scheduling it for that date and scheduling it for the next meeting the same time later; if not, the repeat dates must be entered

Meeting invitation

The meeting agenda is available to all invited persons. They have even possibility to add new themes (linke their task that requires collaboration). The cooperation at the meeting agenda definition simplifies work for the meeting manager.

If it is necessary to send the agenda to participants who do not have access to AyMINE, a PDF copy of the agenda could be generated directly from AyMINE and distributed.

Excuse from the meeting

A participant can send an apology from the meeting in advance by creating an apology text for his/her participation in the meeting.

Meeting invitation and submission of documents

Meeting participants will receive an invitation from which they can open the meeting table. On the table they will see everything that will be discussed at the meeting, so they have the opportunity to prepare in advance.

If the agenda needs to be sent to external participants who do not have access to AyMINE, it is possible to generate it as minutes of the meeting even before the meeting starts and send out the generated PDF.

Apology from the meeting

A participant can send an apology from the meeting in advance by creating an apology with the text of the apology for his/her participation in the meeting.

Implementation of the meeting

Participation in the meeting

For each participant, it is possible to confirm his/her participation in the meeting or apology.
It is possible to cancel a meeting with a reason, both before and after the meeting has started. A typical reason for cancellation may be insufficient number of members to make a decision.

Discussion of items

The conduct of the meeting is supported by the meeting table. On this table are all the items of the meeting and support for working with them

  • A record of the meeting can be added to the information and tasks. At the same time, information that they have been discussed is saved
  • Tasks can be declared closed at the meeting (can be done by the person in charge or by the meeting organizer if the person in charge is among the participants)
  • Decision-making can be conducted in accordance with its internal process. A record of its preparation can be kept within the meeting

A PDF record is then generated of all the steps and records of the deliberation. The meeting leader can send out information about the minutes. The minutes become a document stored in the meeting.

Icons on the desktop

Icons for objects on the workbench help orientation. By default, the icons for objects are for that object, but they change during meetings.

Meeting objects

During processing, objects – program points – in a deliberation are put into different states expressed by an icon:

  • Assigned to the meeting for resolution
  • Solved and closed. The object (a meeting agenda topic) is closed by the meeting and will not be addressed by the next meeting
  • Moved to the next meeting. Item will be addressed again at the next meeting.
  • New – newly created in the meeting

Meeting participant

Some meetings may require that all persons who participated in full or in part in the meeting be recorded (e.g. for meetings where classified information is discussed). Therefore, AyMINE allows multiple participant roles to be defined:

  • regular participant
  • Speaker A participant invited to present a position; the participant is not a full participant, typically does not attend the whole meeting, does not vote, and in principle the content of the meeting is not a working topic for the participant. This may be a proponent of a solution that the consultation is concerned with who is not a voting member.
  • Secretary, secretary or someone else where he/she takes care of ensuring the processes related to the meeting
  • An attendee is invited to the meeting for any reason but is not a full participant. (E.g. interpreter)
  • Press A guest who keeps the wider community informed of the events and outcomes of the meeting

The status of a regular participant in a meeting is represented by icons:

  • – Present throughout the meeting.
  • – Present only part of the time
  • – Not attending the meeting
  • – Attendance not recorded

Status of the meeting itself

  • – The meeting is in preparation and has not yet been officially announced. Participants have not received invitations
  • – invitations have been sent out
  • – the meeting is ongoing
  • – the meeting has taken place
  • – meeting has been cancelled (not held and not scheduled)

Meeting minutes’ approval

If the approval of the meeting minutes is to be formally recorded, we recommend that a vote on the minutes be included as the last item of the meeting. The minutes are immediately visible in detail and everyone can view and comment on them.

If the minutes need to be finalized manually and then approved, it is also possible to open the meeting afterwards and change the edited minutes. Formal documented approval of the minutes is possible in several ways:

  • Vote on the minutes at the next meeting.
  • Create a vote on the minutes outside the meeting and invite participants to comment (It is preferable to create this vote during the meeting and leave it unresolved. This will make it immediately retrievable from the meeting.)

Download:

Deliberation Management – PDF Infographic.