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Meeting minutes

Meeting minutes

Importance of meeting minutes

Many employees spend hours and hours in meetings every month. However, without a proper structure, clear actions and documentation, meetings can be a waste of time. By taking minutes, you can avoid many mistakes and save a lot of money. You can avoid repetition, keep track of the project, state of ownership and track execution of actions. Minutes acts like a reminder aid and a starting point of every project. In case of conflicts, they are useful to know what agreements were made.

Mistakes to avoid

• Too many meetings

• Missing agenda or direction

• Late start or finish

• Getting off topic

• Lack of participation

• No following up on discussed items and actions

The Meeting Minutes Service is a specialised Virsas tool that helps you to gain control over the meetings your team attends. You can track the directions, attendees, discussed items and plan out actions needed to be accomplished and what are the expected dates of delivery on your promises.

Team management

There are two ways to create a team. One is from the main page of the meeting service. The second one is from the team management page located at the top right corner. You can create as many teams as you wish with any number of members. This way, each team can manage its list of meetings.

Access of team members

Members of a team can access, manage and read the boards of the group. Only an administrator can add or remove team members. The read and write access is based on the role assigned to each user and can be found in the user list.

Creating a meeting

Within each team, you can create any number of meetings. Each meeting should get a name, description and date. The secretary role is in charge of this document and the writing of the notes.

Attendees, Discussed items and Actions

To make sure you are not going to forget any discussed subjects or change the content of discussions talked about during the meeting, a secretary role is delegated to one of the participants. This person should add attendees, items, notes and future actions to the document.

Importance of meeting minutes

Many employees spend hours and hours in meetings every month. However, without a proper structure, clear actions and documentation, meetings can be a waste of time. By taking minutes, you can avoid many mistakes and save a lot of money. You can avoid repetition, keep track of the project, state of ownership and track execution of actions. Minutes acts like a reminder aid and a starting point of every project. In case of conflicts, they are useful to know what agreements were made.

Mistakes to avoid

• Too many meetings

• Missing agenda or direction

• Late start or finish

• Getting off topic

• Lack of participation

• No following up on discussed items and actions

The Meeting Minutes Service is a specialised Virsas tool that helps you to gain control over the meetings your team attends. You can track the directions, attendees, discussed items and plan out actions needed to be accomplished and what are the expected dates of delivery on your promises.

Team management

There are two ways to create a team. One is from the main page of the meeting service. The second one is from the team management page located at the top right corner. You can create as many teams as you wish with any number of members. This way, each team can manage its list of meetings.

Access of team members

Members of a team can access, manage and read the boards of the group. Only an administrator can add or remove team members. The read and write access is based on the role assigned to each user and can be found in the user list.

Creating a meeting

Within each team, you can create any number of meetings. Each meeting should get a name, description and date. The secretary role is in charge of this document and the writing of the notes.

Attendees, Discussed items and Actions

To make sure you are not going to forget any discussed subjects or change the content of discussions talked about during the meeting, a secretary role is delegated to one of the participants. This person should add attendees, items, notes and future actions to the document.