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

Hello Community! ๐Ÿค—

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

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

ย 

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.ย 

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

0
25 comments
Spot On Innovative Approach Stellar Advice
Avatar

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

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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.

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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.ย 

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.

1
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

We have occasionally used Wrike for tracking team meetings. Primary use for us at the time is still via Outlook/MS Teams to schedule.ย  However - our Project Plans typically reflect when Internal/External Reviews are happening and most teams use that task to capture notes and next steps.ย  This keep the documentation in Wrike can can be referred/reviewed by any team member.ย  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.

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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.

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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!

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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.

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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.

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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.ย 

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

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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.ย 

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

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.ย 

1
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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.ย 

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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 Bayerย 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

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

Hmm, I've tried this, but so far only succesful with using recurring tasks to remindย 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 timeย 

* Create a meeting scheduling request form (lol my team will justย loveย  that)

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

Key Issue

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

Fun idea!

ย 

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

Luckily we are not meeting remotely anymore!ย 

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

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

Thanks for sharing that Lennyroy Lennyroy! ๐Ÿ™Œ

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

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

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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

1
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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.

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

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

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

I am searching for a way to bring people to using Wrike for meetings (meeting minutes in their, effort for meetings in their), but Wrike simply does not have the functionality. In Outlook you have everything and the best way would be a synch between Outlook and Wrike. As Outlook and MS Teams are well integrated the calender is in our company in Outlook, Meeting via MS Teams and project planning in Wrike. The bottle neck is the link between Outlook/Teams and Wrike which is simply not existing.

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

Hello Sven Passinger, thank you for the feedback here! Our Product team is currently running interviews to collect user feedback on MS Teams integration. If you'd like to participate please visit this Community post for more information.

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

Cansu Wrike Team member Become a Wrike expert with Wrike Discover

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

Our company currently uses MS Outlook/Teams for meetings, and when notes or files need to be attached, often they are attached in Teams. I can't stand this and find the Teams interface for file attachments excruciating -- specifically because I can't see my calendar or use the chat function while a file is open. I greatly prefer creating a follow-up Wrike task for action items that come from a meeting. Sometimes that happens and sometimes it doesn't, which means my staff and I often don't know which place to find something -- Teams, or Wrike. I feel that having meetings in Teams is fine, as long as action items consistently get turned into Wrike tasks afterward.ย 

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

Thanks for sharing Michelle Hammond! ๐Ÿค— I'm glad to hear that creating tasks for meetings or follow-ups works for your team.ย 

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

0
Comment actions Permalink

Folllowing List for Post: [Use Case Marathon] Week 2 - Team Meetings in the Remote Work Environment ๐Ÿ“
[this list is visible for admins and agents only]

Top
Didnโ€™t find what you were looking for? Write new post