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Create Agenda

To begin, create an agenda to easily plan and structure your next meeting by following these easy steps.

How to create agenda

First of all, you have two ways to create an agenda: click on the small ajouter-note-icone 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.

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Write an Agenda

Planning an agenda will allow you to organize an effective meeting that respects all good practices. When? Who? Where? What?

Consequently, it is imperative to first indicate the basic information about your meeting.

  • The title of your meeting.
  • Folder to which the agenda is linked.
  • 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

When you click on More Info, you can enter the meeting address, room and other information you need.

 

Calendar association or not: Integration with Microsoft Outlook Calendar or Google Calendar.

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Meeting Roles

Firstly, before you can assign roles, you must invite your teammates to join your team. Then, it will be easy to add them, with their email address.

Whoever creates an agenda is usually the Leader. You can, however, change this role to assign it to another person.

As well as, three other roles of importance: 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 >

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Invite teammates to the meeting

Then, during the meeting planning, a section is intended to invite your teammates, according to their role in the meeting.

Naturally, the interface is very user-friendly: type the beginning or any part of the name of the desired person and a list of choices is offered to you.

Avatars allow you to quickly located desired people.

At the end of the meeting planning, all these people will receive an invitation by email.

This email contains two important items:

  • a link to the Beenote meeting
  • the electronic invitation to update the agenda

The first element is a link to the meeting in Beenote. At the time of the meeting, the guests will only have to click on the link to be instantly in the meeting. They will also be able to go to the meeting via their Beespace.

Second element contained in the email is the electronic invitation that will be used to update the guests’ electronic agenda, if desired.

Note: Don’t forget: to send an email invitation, you have to check the corresponding box at the end of planning.

Learn more about corporate calendar integration with Beenote >

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Electronic invitations

Since emails are used to integrate the Beenote meetings into the guest calendars, you must always send an email when a meeting schedule is changed.

Subsequently, this keeps the calendar synchronized with meetings scheduled in Beenote. In addition, guests will receive an email to notify them of the change.

So, remember that when sending the invitation, you will  have the opportunity to add an additional comment, which will be included in the invitation email. This is a possibility to indicate the latest guidelines for preparing for the meeting.

Finally, if you want a specific action to be taken before the meeting is held (for example, preparing statistics to be presented), Beenote offers integrated task management that will allow you to assign this task to the person in charge. She will receive an email notification, and the task will be assigned to his Beespace.

A related article: How to Decline a Meeting Invitation

Have a Well-Constructed Agenda

Certainly, an effective meeting must have a game plan. This game plan is the topics on the agenda.

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Automatically, Beenote creates 3 topics (A), but it is easy to add or insert one between two topics (B). You can easily move the topics to your liking (C) and even to delete it (D). Topic numbering is automatic.

Moreover, Beenote allows you to configure each topic so that participants know beforehand the content of upcoming discussions.

Here’s how :

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1. Name Your Topic

The choice of the meeting title may seem pointless but it is essential. It is the same for each topic title on the agenda (1). By reading the title, people must be able to understand what it will be discussed. Likewise, 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.

Now, 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: 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.

Also, Beenotegoes 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.

Of course, 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!

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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). 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 (7) links directly on each topic (8), Beenote allows you to share the same information with everyone.

Also, you have the possibility to link your URLs or important files that are in the Library (Beeboard only).

Create an agenda and share it in advance to allow participants to read it at their own speed.

9. Resolutions

Prepare your resolutions in advance to include with your agenda. Therefore, they can be either Beenote-icone-resolutions-ApprouveeAdopt, Beenote-icone-resolutions-RefuseeDecline or Beenote-icone-resolutions-Reportee Postpone during the meeting. 

Note that this feature is exclusive to Beeboard. For more information about resolutions see: Resolutions Management

10. Subtopic

The subtopic function will help you to create a tree structure of type 1, 1.1, 1.1.1 and associate the documents and links to each of the points and subpoints.

To conclude…

Lastly, you can choose to make this agenda a template for future meetings. Just click on this button:

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When the meeting schedule is complete, press the Confirm button.

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Email invitations will be sent to stakeholders, who will be able to view the agenda, attachments, etc. The meetings will also be integrated into their corporate calendar and they will be able to indicate their intention to attend. Planning a meeting will allow everyone to be well prepared.

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