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Meetings

Download Meetings V2.2 Guide

V2.2 Guide

Introduction

The Meetings feature includes scheduling and invitations, agenda building and distribution, note-taking during meetings, action item and decision tracking, and minutes generation as well as setting of follow-up meetings.

The following Roles are linked to HSE Committee meetings. Only users with this Role(s) can be selected under relevant roles:

  • HSE Committee Member
  • HSE Committee Secretary
  • HSE Committee Chairperson

Creating a meeting offers 3 types: 

  1. General is the base type and can be set up to be used for any type of meeting.
  2. The HSE Committee meeting type automatically includes specific agenda headings and references to HSE-related topics raised on the system.
  3. Contractor type meeting links the meeting to any of the profiles set up in your system Contractors list.


The following Cards are available:

Creating a New Meeting

Navigate to ‘Meetings’ on your system and select “New Meeting”.

Setting up the details of your new meeting.

  1. Select the type of meeting that you are going to have, Each meeting type requires different information
  2. You can set up a recurring date for the meeting
  3. Select the region where the meeting will take place or choose Entire Company to include all possible regions.
  4. Select your department
  5. Select “Signature Required” when attendees’ signatures will be compulsory.
  6. Add notes for your agenda and meeting objectives

Fields marked with an asterisk (*) are mandatory.

Setting up the details of your new meeting (bottom part of previous slide).

You can either use the supplied headings or select your own.

Toggle the blue tick boxes to select or deselect the line item to include or exclude items from the agenda points.

Select “Create” at the bottom of the page to set up your meeting.

Setting up the details of your new meeting: Main overview page – Planning.

  1. Edit the Name of your meeting
  2. Edit Meeting Name and details
  3. Opens the Meeting Topics, Bullet Points, and Minutes
  4. Prompts you if you want to start the meeting
  5. Cancel the current meeting
  6. Any changes made to this meeting.

Setting up the details of your new meeting: Main overview page – Planning. Selecting the “Edit Detail” card will open this dropdown to edit the following details

  1. To edit details, select the pen
  2. Details of the type of meeting that will take place
  3. Location of where the meeting will take place
  4. The Region of where the meeting will take place
  5. The operational area of the meeting
  6. Title of the meeting
  7. Adding objective is optional.
  8. Selecting this option will require attendees to sign the meeting

Setting up the details of your new meeting: Scheduling a time slot.

Click on the clock and add the date and time of  the meeting.

Setting up the details of your new meeting: Add resources to your meeting.

Click the icon to add required documentation for the meeting.

You can either select from IMS or from the resources of your device by dragging and dropping the files in the block.

Setting up the details of your new meeting: Adding members to the meeting.

Select the + User symbol to add members, add internal and or external members. Selecting the internal member will open the employees folder.

Select the man symbol to open the registration for the meeting.

Setting up the details of your new meeting: Adding members to the meeting.

  1. Select the man symbol to open the registration for the meeting
  2. Add more members
  3. Search for members to check who is registered
  4. Members already added as attendees to the meeting
  5. Remove or edit attendees, monitor who has received the invite, resend invite, and who has accepted the meeting.

Resend Meeting Invitation

To resend a meeting invitation to a single member or set the member as the Facilitator (the secretary).

  1. Navigate to the Meeting Attendees Dashboard and click on the pencil icon in line with their name and select Resend Invite. You can set more than 1 Facilitator, person responsible to capture the decisions for the minutes.
  2. The following Symbols show the status.
  1. To resend a meeting invitation to all members.
  2. Delete the member.

RSVP to the Meeting

This email link will be the receiver’s any-time access to the meeting agenda, the link will open a new tab on the receiver’s browser, displaying a portal to RSVP, the invitee list and the topics and bullets of the meeting agenda.

Reviewing the Meeting Dashboard

Shortcut to edit details of your new meeting.

By selecting the “Edit Meeting”.

You can edit the details of the meeting, or add agenda topics.

Preparing the Agenda for the meeting

Setting up the details of your new meeting: Main overview page – Planning.

Selecting the “Edit Detail” card will open this dropdown to edit the following details.

  1. Name of your meeting
  2. Topics of the meeting will be displayed here
  3. Selecting the pen allows for updating details marked red
  4. Allows for marking all topics as “Resolved Items”
  5. Allows for editing the sequence of topics on the list (not displayed in image)
  6. Allows for adding topics to your list.

Editing meeting Topics.

  1. To change meeting details (As shown previously).
  2. Add or rearrange general agenda topics for discussion.
  3. Edit or move Topics.

Editing meeting Bullets.

Let’s look at what each card do.

Editing meeting Bullets – We are currently setting up the agenda.

  1. When the extra bullet “Driver Behaviours” was created, the block “Start the meeting to add minutes” opens and you can start adding minutes.

Reviewing the Meeting Dashboard

Setting up the details of your new meeting, getting back to your meeting.

View the meeting in its present state. This includes all information regarding the present set schedule and agenda and any previous meetings that took place under this agenda.

Viewing the details of your new meeting, getting back to the meeting.

By selecting the “Manage Meeting”.

You can see a Preview of the upcoming meeting. Select manage meeting to make any changes. You can also download a .CSV of the meeting.

Setting up the details of your new meeting: Start meeting.

“Start Meeting” initiates the meeting, opening the link for members to sign for the meeting using the link, on the email invitation they received.

Members who are system users will also be able to sign for the meeting by navigating to the meeting session on-system.

Meeting in Session

The Facilitator will capture the following information. Each section will be explained in detail.

The Facilitator, will capture the following information.

  1. This section will automatically update as items were added.
  2. The Refresh button will update the Bullets or Minutes that were taken.
  3. If there is a lot of members then the Facilitator can search for the specific member to be able to mark them present or absent.

Meeting Session, Attendance

  1. The meeting creator or Facilitator will be responsible for, taking attendance.

Mark a member as present by selecting the blue clipboard icon, and “absentees” with the Yellow clipboard icon.

The signature icon indicates whether members have signed (if required), or not- as shown here. NB: They must sign before the meeting is concluded.

Meeting Session, Topics and Bullitt points

What is the difference between Topics and Bullets.

Topic “General”: The topic is the main heading of the group discussion point. Below this you will add bullets, the bullets is the sub topics of the main discussion.

Minutes can be added (taken) under each Bullet point.

Meeting Session, Topics

Changing the order of the Topics. (Swapping – General and Safety Issues).

The pencil button allows the Facilitator to move the Topics around. See A, dragging the topic with the 6 blocks to the place where it must go. The Content of the topic is hidden and moves with the “Topic”.

The comment button allows the Facilitator to add more Topics (General and Safety Issues etc.) during the meeting.

Changing the order of the Topics. (Swopping – General and Safety Issues).

When done moving the topics, click on the “Edit topic order Icon” again to see the content.

NB: Sub Bullet points can also be change in the same way.

Meeting Session, Minutes

Meeting Session, Topics

The facilitator can add a Topic bullet, for instance “Electrical issue” and “Heat Issue”. When choosing a bullet there are a few options to pull data from incidents logged or non conformances etc. The minute button display because “Add action minutes” was selected.

Meeting Session, Minute Action

When the minute button is clicked then the below screen will come up.

  1. Status is ongoing      1. Type is action     1. Classification is Risk
  2. To go back to the Meeting
  3. Information set when created the meeting
  4. Add Minute/Notes
  5. Add any supporting documents
  6. The same as the conclude button, it is to close the meeting

Conclude Meeting

When the Facilitator has finished with all the item notes, then the meeting must be concluded.

Reviewing the Meeting Dashboard

Setting up the details of your new meeting: Cancel meeting.

By selecting the “Cancel Meeting”. You can Cancel the meeting, and employees will not receive the invite.

View Meetings

On your system navigate to “Meetings” as shown below and select “View Meeting”.

Meeting Overview.

On this screen you can see an overview of all your meetings, you can click on each card to show the details.

You can click on the  icon to add a new meeting.

And the Calendar icon to view your monthly schedule of meetings, this is the same as the Calendar card

  1. Today you will see the meetings scheduled for today
  2. Upcoming meetings can be seen here
  3. All your Missed/Past meetings can be seen here
  4. All the concluded meetings can be seen here
  5. Unscheduled meeting is  meetings that you are planning
  6. Meetings that are Scheduled will be at the bottom.

On your system navigate to “Meetings” as shown below and select “Meetings Calendar”.

Shown below is the “Meetings Calendar”, You can view the current ongoing meeting.

On your system navigate to “Meetings” as shown below and select “Meetings in Session”.

Viewing the details of your Meetings in session.

By selecting the “Meetings in session” you can see all the Current ongoing meetings, select one of the line items to see more details about the meeting.

By selecting the “Meetings in session” line item.

You can see the Current ongoing meeting,

Select one of the line items shows more details about the meeting, who has RSVP, who has not signed for the meeting. The topics being discussed.

You can conclude the meeting as well.

After selecting one of the line items, you can see the details of attendees joining the meeting.

Minutes of Meetings

Actioning the minutes allows for keeping track of who is responsible, for items on the agenda.

Make use of the filter to search for specific meetings. Or select the line item to obtain more details.

  1. Pending: determine the status of the meeting
  2. Action: Determine the type of action needed
  3. None: Determine the classification of the meeting
  4. Context: What the content is of the meeting
  5.  Assignment: Who is involved in following up on minutes.
  6. View meeting: opens the meeting dashboard
  7. Feedback: will be listed under feedback, or you can add by selecting the plus
  8. Supporting documents: will be loaded under supporting Documents, and you can select the upload button to add more detail.

Open the Call feature on Meetings.

Open Registration for Meeting:

Make use of the filter to search for specific meetings. Or select the line item (No items displayed). This will allow you to open a meeting for registration.

Open Calls for Meeting:

Setting up group calls.

Setting your call schedule, for specific time. When done select create. 

The recipients of the call schedule will receive this via email prompting them to join the call.

Conclusion

Keep track of your meetings.

Scheduling meetings helps ensure your HSE meetings stay up to date.

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