Meetings user guide for employees

Table of contents

1. Introduction

       1.1.  How does it work

       1.2. User actions

  2.  Create and import meeting

  3.  View meetings and to-dos

  4.  Create agenda template

  5.  Manage meeting

  6.  Nudge meeting participants

  7.  Add and manage discussion points

  8.  Add discussion points from other modules

  9.  Duplicate discussion points

 10.  Add and manage notes

 11.  Add and manage to-dos

 12.  Mark discussion points as completed

 13.  Add previously unchecked discussion points

 14.  Join and conclude meeting

 15.  Add and manage meeting reflections

 16.  Submit feedback on meeting

1. Introduction

Engagedly’s Meetings module is designed to enhance the efficiency and effectiveness of meetings within the organization. It offers a comprehensive solution to seamlessly manage, schedule, and conduct meetings. From planning agendas to tracking discussion points, it empowers the team to maximize meeting outcomes and drive meaningful progress.

1.1. How does it work

1. Anyone in the organization can create an agenda template.
2. Anyone in the organization can create and import a meeting and manage it if required.
3. All participants can add discussion points to the meeting.
4. Any participant can nudge other participants to add discussion points.
5. Admins or managers can nudge participants from the dashboard to add discussion points.
6. All participants can submit feedback about the meeting.
7. The meeting organizer can conclude the meeting.

1.2. User actions

Anyone in the organization can create a meeting. The meeting organizer can perform the following actions:

• Create agenda template
• Create and import meeting
• Add discussion points
• Add and assign to-dos
• Nudge meeting participants
• Submit feedback
• Conclude meeting

2. Create and import meeting

Anyone in the organization can create and import meetings to organize and coordinate discussions, share information, make decisions, and collaborate effectively with colleagues.

You can import meetings into the meetings module that you have created in the calendar. Learn more in Create and import meeting.

3. View meetings and to-dos 

If you are a participant in any meeting and are assigned any tasks, you can view the following in the meetings module:

• Upcoming meetings
• All meetings
• To-dos

Navigate to the Candy  Box on the left pane and select Meetings.

• Upcoming meetings

At the top, you can view Upcoming Meetings.

On the right, click the drop-down to set the period for viewing upcoming meetings based on duration.

• All meetings

Scroll down to view all meetings in the Meetings field.

On the right, click the Filter Icon to search for a meeting based on the participants and period.

You can view the series of recurring meetings in the Meetings field.

• To-dos

On the right, you can view to-dos assigned to you if any.

At the top right, click the drop-down to filter your to-dos based on the pending and completed status.

4. Create agenda template

Creating an agenda template provides structure, ensures focus, and maximizes productivity. You can create agenda templates and manage the ones that you create. You can also add multiple discussion points to an agenda template and manage them. You can view the templates that you created in the My Templates drop-down. After creating the agenda template, you can use it when creating a meeting. Learn more in Create and maange agenda templates.

5. Manage meeting

You can manage meetings that you create by editing or deleting them anytime.

You can also edit the recurring meetings.

Learn more in Manage meeting.

6. Nudge meeting participants

You can nudge the other participants in a meeting to add the discussion points, meeting reflections, and attachments and submit reviews. Learn more in Nudge meeting participants.

7. Add and manage discussion points

You can add discussion points to a meeting to collaborate with other participants, ensuring alignment with everyone’s expectations and enhancing transparency and teamwork. Learn more in Add and manage discussion points.

You can perform the following actions as required:

• Add discussion points, either manually or using the agenda templates.
• Manage discussion points if required.
• Add and manage notes for each discussion point.
• Add attachments to meetings.

8. Add discussion points from other modules

You can add discussion points to a meeting from other modules like Feedback, Goals, Growth, and Team Pulse, facilitating a holistic and productive meeting environment for discussing various aspects.

Learn more in Add discussion points from other modules.

9. Duplicate discussion points

You can duplicate discussion points, ensuring clarity and accessibility for all participants, reducing the risk of oversight, and enabling easier reference. You can add them to a new meeting or existing meeting. Learn more in Duplicate discussion points.

10. Add and manage notes

You can add notes to each discussion point and manage them if required. Adding notes to discussion points in a meeting is necessary to capture important details, decisions, and action items for reference, clarification, and follow-up.

You can also set the visibility for your notes, controlling who can view them and ensuring that confidential information is only accessible to authorized participants. 

Learn more in Add and manage notes.

11. Add and manage to-dos

You can add to-dos, manage them if required, and mark them completed after achieving them. Adding to-dos in a meeting is necessary to delegate tasks, track action items, and ensure accountability among participants. Learn more in Add and manage to-dos.

12. Mark discussion points as completed

After the discussion, you can mark the discussion points as completed, which helps to track progress, ensure accountability, and maintain clarity regarding the points addressed in the meeting. Learn more in Mark discussion points as completed.

If any discussion point is not marked as completed, you can view it in the next recurrence meetings. Learn more in Add previously unchecked discussion points.

13. Add previously unchecked discussion points

You can add previously unchecked discussion points to the current recurring meeting, ensuring all relevant topics are addressed and promoting thoroughness and participation in a comprehensive discussion.

If the discussion points are not marked as completed, the participants can view them in the previously unchecked points field during the next recurring meeting.

Learn more in Add previously unchecked discussion points.

14. Join and conclude meeting

Any participant can join the meeting after being added to it. However, only the meeting organizer can conclude it after it ends. Learn more in Join and conclude meeting.

15. Add and manage meeting reflections

You can add meeting reflections to provide insights, share ideas and observations, highlight key takeaways, and suggest improvements. This fosters a culture of continuous learning, promotes accountability, and enhances communication within the organization.

You can also set the visibility for your meeting reflections, controlling who can view them and ensuring that confidential information is only accessible to authorized participants.

Learn more in Add and manage meeting reflections.

16. Submit feedback on meeting

You can submit feedback on meeting and manage it if required. It helps to gather diverse perspectives from all participants, improve communication and collaboration, identify areas for improvement, and foster a culture of continuous enhancement within the organization. Learn more in Submit feedback on meeting.

The user guide empowers employees to enhance their communication and collaboration within the meeting module. It offers clear instructions on creating meetings, adding discussion points from other modules, and assigning to-dos to other participants.

Learn more in the glossary to understand the key terms of Meetings.