[Use Case Marathon] Week 2 - Team Meetings in the Remote Work Environment ๐Ÿ“

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Hello Community! ๐Ÿค—

This is our second post in the Use Case Marathon series, and today, we're discussing Team Meetings in Wrike. 

How are you using Wrike to manage team meetings effectively?

Setting Up Regular Team Meetings in Wrike

In Wrike, you can organize and plan meeting agendas so that anyone on your team can add discussion topics. Based on those tasks, itโ€™s easy to prioritize topics as needed, and then share the agenda in advance so everyone on your team can come prepared.

Real-life example:

Some teams struggle with setting up meeting agendas, storing and updating meeting notes, providing access to them for team members. This is especially true for virtual meetings in remote work environment.

What functionality is being used:

  • Folder Structure
  • Recurrent Tasks
  • Task Descriptions
  • Sharing
  • Tags

 

Are you using Wrike to manage team meetings effectively? How have you approached this in the remote work environment? Weโ€™d love to hear your tips, insights, and best practices below. 

Or, would you like to learn more about how this could benefit you and your team? Let us know in the comments below!

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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We are not currently using wrike to manage team meetings, I would definitely like to learn more!

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We have leveraged more MS Teams to manage our meetings and notes. By having a Team set up we can create meeting and keep notes or key announcements for the group in one location. This has reduced the need for some emails. Email is still used as this is one of the many forms of communication we leverage in our program. I have used Wrike for some recurring meetings, but have not been able to get the rest of the group to adopt the same since they see this as another task that needs to be completed rather than informing others about things that are scheduled.

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We use Wrike to schedule recurring tasks, but since in our manager intention we mainly use Wrike to track and plan activity for our time Ihad to create a single task for every user in order to have a correct calculation of efficiency in my reports. The fact that the effort calculation is global and not on each person assigned on the task makes this use for Wrike difficult for us. 

In the near future we'll switch to Teams, so I think that will be our main platform for managing teams and notes. Currently we use emails and one note.

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We have occasionally used Wrike for tracking team meetings. Primary use for us at the time is still via Outlook/MS Teams to schedule.  However - our Project Plans typically reflect when Internal/External Reviews are happening and most teams use that task to capture notes and next steps.  This keep the documentation in Wrike can can be referred/reviewed by any team member.  This is especially useful when you are trying to cut down on hours spent on meetings with a lot of people, instead you can have key stakeholders at the meeting, and everyone else can review the notes and action steps needed.

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We don't currently use Wrike for tracking team meetings but I would certainly be interested in learning what benefits it entails. We currently use Microsoft Teams to manage our meetings, and I'm not sure if there is any kind of Wrike compatibility with Teams, but that would be extremely helpful.

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We did track meetings when we started in Wrike mainly because we time tracked them as well. Since we no longer do that, we don't use Wrike this way anymore. When we did, we definitely used the recurring tasks feature!

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I set an agenda in Wrike for certain meetings and tag tasks to bring up in the meeting as sub tasks and/or as action items arise, I create new subtasks that I tag back to projects after the meeting. I set the structure for all meetings to be - updates on action items, wins and announcements, topics of discussion, and action items for next week review. That has changed our meetings! Also creating the tasks in advance for attendees to add suggestions on the topics for discussion and to prepare for the action items updates tasked to them.

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We use Teams for our meetings, but all notes are taken in Wrike for tracking.

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We don't use recurrent tasks for meeting agendas, but we have a custom field with dropdown-entries for sveral reurring meetings. For every of this meeting we use a dashboard whichs shows all tasks users have filled out that custom field to discuss their issue.

You could also use folder tags instead of a custom field to achive this.

Additionaly the dashboard could filter tasks by due-date to keep you focused.

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Thanks so much for sharing your insights here, everyone!

In case you haven't taken it yet, I'd like to recommend checking out the Wrike Discover's Remote Work learning plan: https://discover.wrike.com/learn/lp/68/remote-work. There's one course, in particular, that might interest you in relation to the team meetings - 301 Team Meetings in Wrike

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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We do use Wrike to manage meetings. We create a status in our custom workflow (Purple = Meeting) to help visually identify these on workload charts and calendars. 

They work well for note taking, and being able to assign subtasks for action items has been a gamechanger. 

With the recurrence feature, it has been very useful for our recurring meetings. However setting it up for one-time meetings takes multiple steps and the team does not enjoy it. The integration with Google Calendar is not as useful as it could be (for example, it would be nice if we could create a Wrike task and have it auto-invite assignees to the Google Calendar event, or vice versa). Finally, it would be very useful if Wrike had a time field, in addition to the date field. There is no visibility on the Wrike calendar or task if a meeting is at 10 AM, takes 30 minutes or 1 hour etc. so there's still a lot of manual time management/planning needed for the team to have visibility into their work schedule.

We migrated from Salesforce, where we could create tasks and events and each had their own fields and uses. With everything being a "task" in Wrike we've had to hack in some solutions.

If anyone else has encountered the same issues and found resolutions, I would love to hear them. 

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We use Teams and BoardEffect for all of our major recurring meetings, but I use Wrike to manage meetings that are more one-off meetings that I manage, especially when those meetings have action items I need to put a date on. 

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Welcome to the Community Amanda Stephens, and thank you for sharing your thoughts here! Please consider creating separate Product Feedback posts for your suggestions. This post explains this process in detail ๐Ÿ‘

Thanks a lot for sharing Elizabeth Kennedy Bayer ๐Ÿ™Œ

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

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Hmm, I've tried this, but so far only succesful with using recurring tasks to remind me of a meeting. Without the time in the task cant find a case for replacing Outlook for meeting scheduling.

Off the top of my head I could:

* Use a custom field to include the proposed time 

* Create a meeting scheduling request form (lol my team will just love  that)

* Both the request form and recurring task would be based on one central blueprint, for the agenda 

Key Issue

* Need that same meeting task, and time, to be auto added to our Outlook calendars 

Fun idea!

 

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Luckily we are not meeting remotely anymore! 

We use Wrike as meeting agendas and subtasks as action items.

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Thanks for sharing that Lennyroy Robles! ๐Ÿ™Œ

Wow, that's great to hear Debbie Brownlie ๐Ÿ˜Š

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

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We use a Wrike task within our parent project to capture notes form our MS Teams meetings about that project.

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Pamela Cox by capture do you mean as in automation or just copy paste?

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We use Wrike Tasks inside of a Team Meetings folder in each project to set up recurring meetings with the list of invited attendees for attendance tracking, the link to the online meeting, and a place to add the specific agenda for each team meeting. It has been helpful to track To Dos that come out of those meetings as either new tasks on the project or as subtasks to the meeting.

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We are not currently using wrike to manage team meetings, I would definitely like to learn more!

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Thank you for your interest Jordan Crisman, I'll be passing it on to your Customer Success Manager ๐Ÿ™Œ

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

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