Understanding Meeting Statuses
BoardMaps provides a multitude of meeting statuses. Each status provides different options and abilities that are discussed below.
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View the list of all meetings and their statuses on the Meetings tab.
When a meeting is created, it is assigned the status “New”. New meetings act as placeholders which will help ensure that meeting members will be available for the chosen day and time.
Once the meeting has been created, information for the group will automatically populate in the meeting. This includes:
- Meeting location
- Meeting leader
- Meeting coordinator
- Permanent members of the group.
The meeting coordinator can either begin creating the agenda, uploading documents, and creating action items during this stage or wait until the “In preparation” status has been assigned. This will depend on the workflow that best suits the organization and the group members.
NOTE: Based on the default permissions in the system, new meetings are hidden from the member’s view. Typically, a meeting is planned before it is time to prepare for the meeting, so the members do not need to see it yet. Should your organization want to adjust this permission, please contact your system administrator or Customer Success Manager.
When the meeting coordinator is ready to prepare for the meeting, the status will need to be changed by clicking the “Actions” button in the upper righthand corner of the page and selecting “Start preparation” within the dropdown menu.
Confirm the action by clicking “Start Preparation“:
This status allows group members to view the meeting from the “Dashboard” or “Meetings” tabs.
The meeting coordinator can also use the “Notify” button at the upper righthand corner of the page to notify group members that the meeting is ready to be prepared.
Press “Meeting being prepared” to send notifications to meeting participants.
Changing the status to “In preparation” also prompts the meeting coordinator to invite additional people who may not already be group members.
By the end of this stage, it is recommended that all aspects of the agenda are completed before moving to the next status. This would include:
- Proposed decisions
- Action items
- Uploaded documents
After all of the meeting materials have been added, the meeting coordinator will click the “Actions” dropdown to change the status to “Preparation completed” by selecting “Finish preparation”.
At this stage, the meeting content should be ready to discuss; however, last-minute changes or additions can be made. The permissions for being able to make edits to the meeting during this stage can be revised based the organization’s requirements.
Using the “Actions” dropdown menu, the meeting coordinator will change the meeting status to “In motion” by clicking “Start meeting”.
And confirm your action by clicking “Start Meeting“.
For more information on how meeting coordinators conduct meetings in motion, click here.
And the meeting status will change to “In motion“. You also have the “Join meeting In-motion” button to navigate to the In motion meeting screen.
After the group has discussed and voted on all of the agenda matters, the meeting coordinator will return to the meeting page and close the meeting by clicking on the “Actions” dropdown menu and selecting “Finish meeting”.
Confirm your action by pressing “Finish Meeting“.
The “Concluded” stage lets meeting members know that the meeting is officially over. Meeting members can no longer view the “In motion” page of the meeting.
If any action items were discovered during the meeting, the meeting coordinator should ensure the action items have been created and assigned before generating the meeting minutes.
Once the meeting has been concluded, the next step is to generate the meeting minutes by updating the status to “Minutes pending”:
1. The meeting coordinator will need to click the “Actions” dropdown menu and then select “Prepare minutes”.
This action will update the status of the meeting “Meeting Pending“.
2. Once this has been completed, the meeting coordinator will go to the “Actions” dropdown and select “Generate minutes”.
3. At this time, meeting minutes will be automatically generated based on the template that was customized during the implementation phase. For more information on managing meeting minutes including how to edit them, seek approval, and publish the final version, clickhere. For information on approving meeting minutes, click here.
Now that the meeting minutes have been generated, the meeting can be closed. This can be done by clicking the “Actions” dropdown menu and selecting “Close meeting”.
The meeting will remain in the meeting archive indefinitely with the status of “Completed”.
No changes can be made to the meeting; however, all information is viewable and downloadable.