Create Meeting Minutes

Meetings can be prepared, documented, and followed up directly in smenso. A meeting can be created as a task, while the agenda, decisions, and important information are documented centrally and resulting tasks can be tracked as subtasks.

Structure meetings within a project

For recurring meetings, a dedicated Meetings folder can be created in the project. Each meeting is recorded as a separate task and given a clear name, for example based on the meeting type and date.

A consistent label such as Meeting can also be used to identify meeting minutes and make them easier to filter and find within the project.

Document the agenda and results

The most important information about the meeting can be documented centrally in the description of the meeting task. A useful structure could include:

• Agenda
• Decisions
• Information

The meeting date can be represented using the start and due dates. People participating in the meeting can also be assigned to the task.

Follow up tasks from the meeting

Specific tasks resulting from the meeting can be created directly as subtasks of the meeting task.

The subtasks can be assigned to the responsible people and given their own due dates. This keeps the meeting results connected to the minutes while allowing them to be assigned to the responsible people and followed up in a structured way.

Prepare recurring meetings with task templates

If meetings regularly follow a similar structure, a prepared meeting task can be used as a task template. This allows a consistent description structure, recurring subtasks, or other required properties to be reused for future meetings.

For a new meeting, the template can be applied and then supplemented with the specific content, dates, and responsibilities for that meeting.

Find meeting minutes

With consistent naming and the Meeting label, meeting minutes can be filtered and displayed clearly within a project.

For a cross-project search, the global search can also be used. For example, by searching for a consistent part of the task title such as Project Jour fixe and selecting Tasks, corresponding meeting tasks from different projects can be found.

Best Practice

• Use consistent naming for recurring meetings.
• Structure the agenda, decisions, and information consistently in the description.
• Identify meeting tasks with a common label such as Meeting.
• Create specific to-dos as subtasks and assign them directly to the responsible people.
• Add due dates to subtasks so that open items can be followed up after the meeting.
• Use a task template for meetings that regularly follow the same structure.
• Use a consistent structure for meeting tasks so that minutes can be found quickly later on.