Select Meeting

When users want to hold meetings, they go to Meeting Manager/Hold Meetings.
 
There will be a list of meetings that follow these business rules:
1) Their start date is either today or in the future;
2) They have not already been held;

Meetings in the past, such as one scheduled for yesterday, would not appear today.  Why hold meetings today that were scheduled for yesterday?
 
If one went through the trouble to create the meeting and agenda, but were unable to hold the meeting, one can reschedule the meeting for the current day or in the future.  This is done in Meeting Manager / Prepare Meetings.  The rescheduled meeting should then appear in the list.

To load a meeting, click the icon in the meeting you wish to view or hold.  You don't have to start a meeting to look at the agenda or to see who was invited.

Meeting Minutes

After loading a meeting in Hold Meetings/Select Meeting tab, you will be directed to the "Minutes" tab.

One can view agenda item details before starting a meeting.  By selecting an agenda item, you will see the history of all the comments entered about this agenda item.

Meeting agenda items are listed in the order they were arranged when it was prepared.  You will see the following columns:

• Select - Used to select an item to view (edit when the meeting is in progress)
• Risk - When Safety Managers categorize risks as to probabiltiy and severity, they are assigned a weighted value.  If the item was not assigned an probability and severity, the risk will be -2.  Higher numbers have higher risk.  Currently, the highest number is 27.
• Agenda Item - Title of the issue or agenda item
• Speaker - If assigned
• Minutes - How many minutes are scheduled for this item.  These columns are also color coded to assist users as to their risk.

 When you are ready to start the meeting, take the roll call.  If special (or uninvited) guest appear, note them in the "Add General Notes" section. Note: You can return to the "Roll Call" at any time during the meeting.  Change the Roll Call after the meeting is never permitted.  After the meeting, a PDF will be emailed to all invited personnel, regardless whether they attended.  The Roll Call will be listed in the PDF.

When you are ready to start the meeting, press the "Start Meeting" button.  The start time will be logged and presented in the after-meeting PDF.

If tasks are associated with the agenda item, they will appear in the lower right portion of the screen.

After starting the meeting, a large textbox appears below the comments.  This textbox accepts the meeting minutes.  In addition, you can change the task's status.  Don't forget to save your comments.  If you don't want to save the comments, simply select another agenda item.  Once you save the comments (meeting minutes), they will appear in the "notes" immediately below list of agenda items.

At any time, you can go to the Tasks tab and create tasks.  The meeting will remain in progress until you press the "Finish Meeting" button.

Meeting Tasks

Tasks can be created ANYTIME.  They are associated with an agenda item.  An agenda item can stretch across many meetings and each agenda item can have multiple tasks.

1. To create a task, click on the "Tasks" tab. 
2. Enter a short description of the task
3. Select the related agenda item from the dropdown list.
4. Select a priority level (this will color code line items).
5. Select a status (started, in progress, etc.).
6. Assign a deadline.
7. Assign members to the task.  Only those people invited to the meeting will be available.  You wouldn't want to assign a task to someone who wasn't present to object (or would you?).  More than one person can be assigned to a single task.  Hold the Ctrl button and click on additional names to select them.
8. From the list on the right, you can choose which groups will also be sent this task item.  For example, you want all the safety managers to receive a notification of this task, you would check the respective check box.
9. Finally, click the icon with the "plus" sign on it to add the task.

If no problems are encounted creating the task, you will see the task appear in the lower list of tasks.

When returning to the Meeting Minutes tab, you can see your tasks by selecting the agenda items you created tasks for.  You will see the description, the priority (color coded) and the status (by flags).  You can hover over the flags in the status column to learn the status if you are not familiar with the legend.