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.