Every good meeting should have a meeting agenda.
Tasks in a Box allows you to collaborate on a common meeting agenda, set clear expectations and share relevant documents before a meeting starts.
Select your meeting
To prepare a meeting agenda for your upcoming meeting, do the following:
- Navigate to Meeting Hub using the left navigation.
- Select one of your upcoming meetings or navigate to one of your recurring one-on-one or team meetings in the left navigation.
- Click the Prepare meeting button to start preparing your meeting
Setup a meeting agenda
A meeting agenda consists out of topics that you would like to discuss during your meeting. To add a topic to the agenda:
- Click the Create your meeting agenda button.
- Select a meeting template.
- Start adding the meeting topics you would like to discuss during your meeting
To fill in the details of a topic:
- Select a topic
- Enter all the details of the topic. You can add the following information:
- the purpose of the topic
- attachments (such as documents or notes) that you want to share
- an estimated timing indicating how much time you foresee for the topic
- tasks that you can assign to meeting participants to make sure the necessary preparations are done for the topic
Once you start assigning timings to topics, a calculator appears at the bottom of the meeting agenda giving you an indication of the time that is still left.
Share meeting agenda
Once you have completed your meeting agenda (or at least a first draft), you can share it with your meeting participants. To share a meeting agenda:
- Click the Share button in the toolbar at the top of the page
- Click Email meeting agenda in the dropdown menu
- Optionally enter an instruction message that will be included in the email. E.g., if you want your meeting participants to contribute to the meeting agenda, this is a good spot to include that message.
- Select the recipients for the email. By default, all meeting participants are listed but you can remove or add users if wanted.
- Click the Send email button to send out the meeting agenda.
The email that gets send out contains a complete overview of the meeting agenda as well as a link to the meeting space you just set up. Meeting participants can follow the link to access and contribute to the meeting agenda.