Managing a meeting or talk

Once a meeting or talk has been created and the attendees have been invited, the management follows a clear flow during the event and upon its conclusion.

General management flow

Before the meeting

1. Make sure the meeting is fully registered: general information, attendees, and agenda.
2. Inform the attendees of the invitation. You can do this in two ways:
   • Manually, by executing Operations → Send meeting/talk invitation now.
   • Automatically, by setting the Reminder advance (in hours) field within the Configuration options tab.

During the meeting

• Note the agreements reached for each agenda item.
• Add new items to the agenda if they arise.
• Close agreements that should not be addressed in future meetings.

At the end of the meeting

• Indicate the attendees who did not attend.
• If you wish, indicate the end time of the meeting.
• Send the email with the minutes to the attendees.
• Sign the meeting/talk minutes.

Create the next meeting/talk

When a meeting is periodic and has already concluded, you can generate the next one:

1. Go to Leadership and employee participation → Meetings and talks.
2. Select the meeting you want to replicate and click Operations → Create next meeting/talk.
3. Update the fields you consider appropriate and click Save.

Caution

This operation is only active if the meeting has the fields Periodicity for generation, Interval, and Next meeting/talk date completed.

Tip

This same operation can also be executed from within the meeting/talk itself.

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Source: M-SO-20-12-01 «User manual – Leadership and employee participation», version 1, 08/09/2020.