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Best practice for regular meetings and their meeting-notes

Hey there ...

I am interested if you have any best practices or experiences how to handle meeting-notes for regular meetings. 

If having regular meetings it may be of interest to look into the previous meeting-note to catch up on what happened. This may be simple notes, but also to dos as known as action items.

In our organization it is quite common that people copy their previous meeting-note and simply adapt it, delete, add content, etc.

However, I see also some disadvantages using this method and I do not think that this is how it was designed for. 

(-) Content is repeatedly posted on pages which impacts searching/finding content

(-) Action items that are not checked, need to be transferred to the new meeting-note and deleted in the previous meeting-note

 

How are you handling this in your organization?

 

5 comments

LarryBrock Community Leader Oct 10, 2017

One effective strategy I've used is to create a parent page for each reoccurring meeting with some descriptive text about the meetings purpose and expected results plus three macros.  The first was a "create from template" macro-generated button that launched a new Meeting Notes page under that parent.  The second one listed the meeting note pages for each occurrence of the meeting.  The third listed all the incomplete action items from that series of meetings for quick review either during the meeting or any other time

Hope this helps!
--Larry

Thanks for your input Larry,

I'll consider this as well and it's a good idea to design it this way. The only thing I still not convinced is the copying of each meeting-note that happens in our organization. 

I believe it's a habit and has to do with our organizational culture. However, I do understand that it may be useful to do it this way if someone wants to go on with what happened the week before.

 

Still interested if others have to contribute something to this topic. 

Does anyone has the similar challenges? I think it is a scenario that actually everyone has to face in business. People come together week by week and go on discussing matters of the previous week. 

I just simply cannot believe that copying the previous meeting note week by week is the intended way of doing this.

Like # people like this

Hi Markus, I am having the same dilemma, Have you had any progress?

having the same issue here. Still have no idea how to deal with double action items, if one copies the last meeting notes

It would be great if some moderator could follow this up?

I find it hard to see how it can work ongoing because good structured meetings follow the same agenda and OFTEN progress towards large critical tasks or issues that span at least a couple weeks, if not a whole quarter.

 

I'm also finding it really messy, copying across each week, then going into the last week and "ticking off" all the action tasks that aren't done so there's no double up.

Like Markus Raab likes this

I've just inherited some meetings that have/do use this approach. I agree it is far from ideal & as far as I can tell seems to stem from wanting to be able to see what happened at a previous (or numerous specific previous) meetings.

To me it would make sense if there was a revision history & you could create baselines (would need to be multiple) that way could (& should as I see it) simply be able to amend the single copy of the meeting notes each time. 

Our organization has the same need (copying previous meeting notes content to new meeting notes). Anyone found a better way to do this?

I have the same need. I'd like to create new meeting notes with actions from the previous discussions. I'd like to have a template that just pulls that in and doesn't duplicate action items, but rather rolls the text forward as discussion items.

Hi all, 

we work now with a workaround, which was recommended by our Atlassian consultant. The "old" tasks do NOT appear in the new protocol per se, but all old tasks are shown with the task report macro below the new protocol or on a separate page. 

greetings, Anna

Hi Anna,

could you give us a little bit more detail, how the workaround works?

We are facing the same issue also in our company here....

 

Kind regards,

Peter

Hi Peter, 

yes, surely. 

Lets say we have meetings notes from 5.11.19 and from today, the 5.12.19. 

From the meeting notes of 5.11 there are still tasks open. Those open tasks I dont have in my meeting notes of 5.12, (I delete them, because I copy the page from 5.11 and make necessary adjustments) but instead I have a link to a page on the todays protocol, which contains all the open tasks from the old meetings --> Task report. 

The meetings notes of 5.12 I publish AFTER the meeting, so the new tasks of the todays meeting do not appear, while we check DURING the meeting the older tasks on the taskreport. 

The taskreport shows alle the tasks with the labels "product name" and "meeting notes". 

One screenshot of a meeting note you can find below, I hope it helps you.

many greetings, Annaexample how we work now in Confluence with the tasks.png

Like peter.egger likes this

Hi,

 

Assuming we have different meetings and some of them are recurring as well. Does anyone categorizes the meetings separately which notes pages as children to category.

 

I want the meeting schedule to display at a single location and organize the meeting notes under each meeting type seperate. Has anyone done this or has any ideas?

 

Regards,

Shahfazz

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