Meeting Agendas/Minutes

This area is where we have seen the most benefit.  For every customer project we set up several types of email templates:

Kickoff Meeting

Weekly Status Meeting

Customer Success Meeting

Make certain to title your meetings with some sort of date and to also number the meetings so they appear in some sort of order:

M1-Kickoff Meeting 08/29/2016

M2-Weekly Status 09/07/2016

M2-Weekly Status 09/14/2016

Each of the templates has specific sections:

Attendees

Agenda

Minutes

Action Items

Advocate that every meeting has to have an agenda and minutes!  This helps with Time Tracking and has helped us track project progress.

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Hi Vincent, nice to see you here! This is incredibly useful and a great tip that I think other Wrike users will be able to implement. 

Stephanie Westbrook Community Team at Wrike Infórmate sobre las funciones y prácticas recomendadas de Wrike

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Thanks for the tips. Especially the numbering really helps. We already use it on project timelines

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What Wrike feature is used here? Is a Meeting a Task?

Are there any restrictions with respect to the type of subscription?

Thanks, --Marc.

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Hi @Marc! Yes, Vincent is talking about using tasks (and potentially Folders and Projects) as templates. The idea is that for repeatable events/processes (like recurring meetings, email campaigns, or status checks) you can create a task template which you can then just duplicate and rename slightly. There's more information about templates here, but please let me know if you have any questions about how you can use templates or good use cases.

As for the features Vincent mentions:

  • Task creation - available on all subscription types
  • Task, Folder, and Project duplication (which is how you use templates) - available on all subscription types
  • Sections, you can use different heading options in the description field to create sections - available on all subscription types
  • Time Tracking - available on Business and Enterprise subscriptions

Stephanie Westbrook Community Team at Wrike Infórmate sobre las funciones y prácticas recomendadas de Wrike

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This is helpful but I'm not sure how to create sections in a project for Agenda, Minutes, and Action Items. Do you just create a task named Agenda and then add sub tasks listing the agenda? Otherwise I don't know how you would group each list under the headers of Agenda, Minutes, etc.

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Anastasia

Hi Dan, thanks for commenting here! The meeting notes are created as a task in the related Project, and as Vincent mentioned in the original post, it's a good idea to include some details in the task name, such as the type of meetings and its data. Information about what was discussed is mainly written up in the Description field, but you can also use Custom Fields to include specific info which you want to track. Let me know if you have any questions about these points and we can dive deeper, happy to discuss this further!

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Hi everyone! We have started a dedicated thread to learn more about your experience with Wrike in situations that require real time collaboration (for example when you are taking notes during your meetings) - our Product manager for Collaboration experience in Wrike is eager to dive into this topic. We will be glad to see your comments here and it would be precious if you took a moment to go through a quick survey to share more detailed feedback! Thank you in advance!

Alina Community Team at Wrike Infórmate sobre las funciones y prácticas recomendadas de Wrike

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Are there any screenshots or visual examples of what it looks like in a project to have agendas and minutes as tasks?  I'm in my free trial of Wrike, and this is absolutely a use case I want, so I was happy to find this thread.  Thanks!

 

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Hi- do you have an example of the meeting minutes template?

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Hi, reading the info on this item I think the real solution is not there yet. What we are looking for is following:

In the (weekly) meeting you discuss your project, assign tasks, check deadlines, etc. This all works great but you also take notes. These (weekly) notes you like to have on the related task to have the all its historical information available.

First question: do you put them in the description or in the comments?

Then you like to have also the (weekly) meeting notes, being a summary of all tasks notes made in the meeting of that week. These meeting notes can be used to send to all participants and other people that must be informed, and that are on on Wrike.

Thanks

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We have started using Wrike for our meeting notes for all of our meetings and so far so good except once the meeting is finished, there is hesitation to mark the meeting as completed. While we set up new tasks/subtasks from the action items in the meeting notes, some times there are other notes that we don't want hide away from the team by marking the meeting task as completed. My only thought so far is to add a new status in a custom workflow so that we can see the meeting is past, but can still have instant access to the minutes until the next meeting or until the notes are no longer applicable. How are other people managing this?

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Stephen

Hi Sara-Becca, Great question! Can you let us know where in your project you create the meeting notes Task? I think adding a Folder to your Project, named 'Meetings' for example, and ensuring meeting Task is tagged to that Folder, will make this a little easier to manage. You just simply need to date the meeting in the Task title so you know which meeting is which.

Then, even you mark the meeting task as 'Completed', when looking in that Meeting Folder, (for instance in List View) you can set the viewing filter for 'Status' to be Completed or remove the Status altogether so you can see everything that lives in there.

Let me know if this helps 🙂

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Hi Sara, I think the best thing to do would be to add "Meeting Notes" as a deferred workflow in all of your custom workflows. I would keep the meeting notes as a task within the project. Because it is deferred, you will not have any overdue tasks!

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Those are both really helpful ideas! 

We have our workspace set up so that each of our clients is a project and then within the client (project) we have a couple of organizing folders (admin, marketing, etc) so depending on the what the meeting was related to, it might filed in one of those folders. If we added a meeting folder as one of the organizing folders for each client, we could cross tag them. 🤔 I like the idea of using the meeting date as part of the title to help keep everything tidy.

I like the "meeting notes" status too. My initial thought had been to use the custom workflows, but I wasn't sure what I would want to name it so thinks makes a lot of sense to me.

Thank you both for the options! 🙌 Definitely going to run them by the team and see what they think will work best with our general work style and flow!

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Stephen

Great to hear Sara-Becca, don't forget to pop back and tell us what worked best for you 🙌

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Hi! Has anyone run into the issue where you are managing meeting agenda/minutes in a specific a meeting task but the majority of the updates discussed in the meeting also belong to the preexisting tasks in a project. 
Having a separate meeting task enables it to be printed/accessed in one location so all updates are available to easily distribute, and in effect becomes a second action list for all people involved. And having a clear record of last weeks meeting to the current one is needed. But the conflict is the information should really live in the task, where a complete record should be maintained, so that concept of the task holding all the information is lost. We would ideally like to update the task description in the meetings, but to date I havent been told of a way to quickly print the information in many tasks or see all the updates in one place. Does anyone have any suggestions?

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Stephen

Hi Claire, I hope I understand your question, and perhaps others here have a best practice they can share on this.

For our team, usually, if an agenda item is related to a task, we paste the Permalink for that task beside the agenda item within the meeting task. This helps give us some quick reference to the tasks being discussed. Each person responsible for each agenda item update the related task after or during the meeting with the next steps or updated information from the meeting.

Hope that helps, happy to discuss further 👍

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