In this blog post, we have compiled practical tips and tricks from day-to-day use of iPROT. This time, the focus is on drafting and distributing meeting minutes and on recording tasks.
Drafting and distributing meeting minutes
The right timing is key. iPROT is optimized so that the minute-taker drafts the individual topics and entries during the meeting. A projector can be used so that all meeting participants can follow the minute-taking virtually live.
Subsequently, meeting minutes should be sent to the persons listed in the mailing list no later than the next business day. It makes no sense to distribute meeting minutes only days or even weeks later, just in time before the next follow-up meeting. After all, meeting minutes also record important decisions and tasks, assign them to the respective responsible project staff, and include a due date. Therefore, the meeting minutes should be sent promptly so that task content and accountabilities are clear to all project participants and can be completed on time.
How you can effectively capture meeting content with iPROT is described in our manual under Drafting entries. In one of our recent blog posts, we also explained how you can quickly and easily distribute or send meeting minutes with iPROT (please click here for that blog post).
Recording and assigning tasks in a targeted manner
iPROT is optimized for the clear assignment of tasks, accountabilities, and due dates. In our manual, you can read how to draft an entry as a task. Below are a few tips on how to record tasks in meeting minutes in a targeted manner:
- Each task should be assigned to only one responsible person.
- The status of a task should be checked during meeting preparation.
- At the beginning of each meeting, the meeting chair should first review the open tasks listed in the meeting minutes from previous meetings and note if the tasks have been completed in the meantime.
- Uncompleted, i.e., open tasks should remain listed in the meeting minutes until they are completed. iPROT’s continuous minutes method does this automatically for you.
- If a task is marked as “completed”, iPROT automatically records the completion date and documents it for the completion note. To ensure that all project participants are informed of the new task status, iPROT automatically lists the completed task again in the printed meeting minutes with the completion note and a corresponding graphical indicator.
