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Organize a meeting (before)
Hold a meeting
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You will find in this article:
Two ways to create an agenda: click on the small (+) to the right of My meetings when you are in your Beespace (1) or click on the New meeting button in the top bar of your page (2). This one is always available when you navigate in Beenote.
Planning an agenda will allow you to organize an effective meeting that respects all good practices. When? When? Who? Where? What? So it is imperative to first indicate the basic information of your meeting.
- The title of your meeting.
- Folder to which the agenda is linked.
- The duration of the meeting: By default, the time allocated to the meeting is one hour, because the ideal estimated time of a meeting is between 30 minutes and 1 hour. People prefer short and efficient meetings. Get to the point!
When you click on More Info, you can enter the meeting address, room and other information you need.
By default, the time allocated to the meeting is one hour, as the ideal estimated meeting time is between 30 minutes and 1 hour. People prefer short and efficient meetings. Get to the point!
First, before you can assign roles, you must invite your colleagues to join your team. Then, it will be easy to add them, with their email address.
Whoever create an agenda is usually the leader. You can, however, change this role to assign it to another person. 3 other roles of importance in Beenote: partner (the one who assists the leader of the meeting execution), participants and temporary guests (those who do not have a Beenote account).
Learn more about Meeting Roles >
An effective meeting must have a game plan. This game plan is the topics on the agenda.
Automatically, Beenote creates 3 topics (1), but it is easy to add or insert one between two topics (2). You can easily move the topics to your liking (3) and even to delete it (4). Topic numbering is automatic. Beenote allows you to configure each topic so that participants know beforehand the content of upcoming discussions. Here’s how :
1. Name Your Topic
The choice of the meeting title may seem pointless but it is essential. The same goes for each topic title on the agenda (1). By reading the title, people must be able to understand what it will be discussed. They will be able to prepare themselves accordingly.
2. Assign a Person in Charge
In Beenote, it is recommended to assign a person in charge of each topic (2). It could be the leader, but not necessarily. The person in charge of a topic is responsible for animating and managing the topic concerned. He must respect the topic time allocated. Another benefit: knowing that he will be in charge, the participant will be well prepared to attend the meeting.
3. Define Objectives
Why are we talking about this? This is a very legitimate question and unfortunately too frequent question. By indicating the objective of each topic (3), people will know in advance how to prepare for it. Beenote allows you to indicate the following objectives:
• Inform: Distribute information so that everyone aims the same goal.
• Exchange: Share information and knowledge about the topic.
• Generate idea: It’s time for a little brainstorm.
• Consult: Get feedback from participants on a given topic.
• Decide: This is one of the main objectives of a meeting. During this topic, Beenote will record your decisions in the form of “Decision” notes.
4. Determine Topic Length
You will need to enter the expected length of each topic (4). Beenote constantly indicates the total time for all the topics, as well as the expected length of the meeting. Thus, you can easily assess whether the planned meeting is sufficient, or on the contrary, unnecessarily long. Beenote goes to validate the planned vs estimated length and notifies you in case of inconsistency. Knowing this, you will be able to adapt the content of the meeting accordingly, or allocate to the meetings only the necessary time.
Having a reliable estimate of the meeting length also makes it possible to judiciously use the resources of the company and free the rooms for your colleagues.
In addition, to help the person in charge of the topic to respect the allocated time, Beenote displays a timekeeper for each topic and notifies the participants when the time is up.
Here is the solution for too long meetings!
5 and 6. Additional Notes
Despite an explicit title, it may be necessary to give more details on a topic before the meeting. Still, in order to get better prepared, Beenote offers a notes area for each topic (5) when you create an agenda. You can also add notes as a list (6).
Do you want an efficient meeting? Enter notes as a list and you will only have to click on each line in the meeting to add a note on the current topic.
The notes can also be used by the person in charge as a reminder. Don’t forget to talk about this or remind someone to do something. These are examples of very practical notes. Combine with attachments, participants will have all the information they need to hold an effective meeting.
7 and 8. Insert Attachments
Why planning an agenda? Because people could prepare in advance. By attaching files and adding URL links directly on each topic, Beenote allows you to share the same information with everyone. Create an agenda and share it in advance to allow participants to read it at their own speed.
You can choose to make this agenda a template for future meetings. Just click on this button:
When the agenda planning is done, just press the button Save .
Invitation emails will be sent to all participants, if you want, who will be able to consult the agenda, attached files, etc. Meetings will also be integrated into the participant’s corporate calendars. A good agenda planning will allow everybody to be well prepared for the meeting.
Next Step: Start Your Meeting
A related article: How to write an effective meeting agenda?
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