Managing Meeting Minutes – A concept for a Connections addon

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Meetings and how to manage the meeting minutes are a recurring topic in many organizations. How can an organization share the essential information, decision, task or document with all those who need to know, while keeping the transcript of the meeting in one place and some parts of it locked. As it happens, one of the first use cases that we tested when trying out Connections, was managing information and tasks from and within meetings. We soon realized that we need to keep many meetings out of Connections until a few requirements are met. In this session we will discuss the requirements of sharing information in an organization that is – by law and tradition – rather focused on security and not sharing information. Different types of meetings and different resulting types of data will be analyzed. A concept for creating meeting minutes and distributing them over several communities will be presented. This session is meant to be a conversation starter.

Tecnología

MANAGING MEETING MINUTES
Tobias Schlömer
A CONCEPT FOR A CONNECTIONS ADDON

Agenda
1. Company & Status
2. Meetings & Content
3. Content types & Tools
4. Requirements & Options
5. Outlook

Local Level
1. Company & Status
Landesbank Vorarlberg
Zentralbank
20+ independent local banks,  
90+ offices, 1.200+ employees
National Level
Regional Level
Ownership
IT Services

1. Company & Status
Testing connections
since late 2013
Local installation 
since early 2014
Select projects  
since mid 2014
Regular use cases 
since early 2015
Decision to replace old
Information Management
System with C5.x and XCC

2. Meetings & Content
Source: Will Bryant @ www.buyolympia.com

2. Meetings & Content
• gather
• distribute
• discuss
• create
• …
Information Tasks Decisions
• assign
• work on
• follow up
• verify results
• …
• prepare
• make
• review
• …
Connections provides a lot of tools for this!

3. Content types & Tools
• gather
• distribute
• discuss
• create
• …
Information Tasks Decisions
• assign
• work on
• follow up
• verify results
• …
• prepare
• make
• review
• …
‣Wiki ‣Activities ‣???

3. Content types & Tools
Decisions should be handled like „information“
they should:
• be shared
• be distributed
• be recommended
• be followed
• be discussed
• have versions (!)
‣Wiki

4. Requirements & Options
Goals for managing meeting minutes:
• List of meetings
• Unified interface & on-board tools
• Connected to communities
• 3 primary content types:
• Discuss information
• Assign tasks
• Make decisions
• Let others know!

4. Requirements & Options
Option 1 - Use activities as a shortcut:
‣ Activity = Meeting (e.g. weekly team-meeting)
‣ Section = Meeting date
‣ Entry = Information or Decision (linked?)
‣ Task = ToDo

4. Requirements & Options
Option 2 - Separation of content by type:
Information  
& Decisions
Tasks
Documents
Community
A Wiki, Activities, Files

Community
Overview
News
Status
Members
Activities
Files
Wiki
Meetings Meetings
4. Requirements & Options
Option 2 - Separation of content by type:
List of meetings
(Wiki)

Community
Overview
News
Status
Members
Activities
Files
Wiki
Meetings
4. Requirements & Options
Option 2 - Separation of content by type:
Meeting minutes 
(Wiki)
Tasks 
(Activities)
Attachments 
(Files)
Meeting name
Participants 
(Members)
Meeting date

4. Requirements & Options
Option 3 - Distribution of content:
Community
A Wiki, Activities, Files
Community
B Wiki, Activities, Files
Information  
& Decisions
Tasks
Documents
Part 1
Part 2
Information  
& Decisions
Tasks
Documents

Community
Overview
News
Status
Members
Activities
Files
Wiki
Meetings
4. Requirements & Options
Option 3 - Distribution of content:
Part 1 
(Wiki)
Tasks 
(just a view)
Attachments 
(just a view)
Meeting name
Participants 
(Members)
Meeting date
+ Task (Activities) + Attachment (Files) + Tag
Part 2 
(Wiki)
+ Task (Activities) + Attachment (Files) + Tag

5. Outlook
✓ Concept is written and reviewed
✓ Offers have been made
๏ Review options
๏ Find other users & use cases
๏ Make a decision
๏ Get started on development
๏ …

That’s it!
If you are interested you can  
contact me and connect  
via LinkedIn or Xing

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