3.9 Meetings

Why don't you check out our Meetings Module Video Tutorial.

 

isCompliant Tutorials: Meetings from isCompliant on Vimeo.

Our cloud-based management software enables you to easily manage all aspects of your business and helps you meet the requirements of ISO 9001, ISO 14001 and ISO 45001. 

This video shows you how to use the Meetings Module within isCompliant.

For more information visit www.iscompliant.com

The Meetings module allows meetings to run more efficiently and makes everyone in the business more accountable. Templates can be created to save time and minutes can be taken directly into isCompliant during the meeting so they are waiting for attendees when they return to their desks.

3.9.1       Creating a Meeting Template

• From your isCompliant dashboard, click on the Templates link below the Meetings module.
• Click the New Template button in the bottom right hand corner.
• Enter the Name of the template.
• Select the Default Chair, Site and Room where applicable, and add a Description where necessary.
• Note: these can be amended when you arrange the meeting if the details change.
• Publication Details: These allow you to manage the privacy settings of your templates, but only if you have administrative privileges.
  • Do not share: This keeps the templates private to your organisation
  • Private: Enables other companies within your Consultants network to see them
  • Public: Enables all other isCompliant clients to see the templates. This can often be hand for organisations that want to advertise their capabilities in areas such as inspections and audits etc.
  •  
• Click Save.

3.9.2       Adding detail to a Meeting Template

Details: As explained in Section 3.9.1, you can add the default meeting details here.

Default Attendees: In the Default Attendees tab, you can add any employees who will usually attend these meetings by selecting them from the green drop down box. Once you have selected an employee, a duplicate box will appear below for you to add another. If you need to delete a default attendee, click the Delete button next to their name.

Note: when the meeting is scheduled using the template, you can amend this list if you need to add or remove any attendees.

Default Agenda: The Default Agenda tab allows you to add in any items that are to be routinely discussed in the meeting. Type the Number and Item into the green boxes, click the relevant checkbox if it relates to Quality (QUA), Health and Safety (H&S) or Environmental (ENV) matters, and click Save. A new green row will appear underneath it for you to add the next item.

Meetings: The Meetings tab shows any meetings that you have carried out or scheduled using the template. You are also able to view and edit the records of those meetings by clicking on the corresponding Edit button.

3.9.3       Editing or Deleting a Meeting Template

You can edit a meeting template by clicking on the Templates link under the Meetings module on the dashboard and clicking the corresponding Edit button. If you have permission to edit within this module, you will be able to navigate the tabs as above and make any necessary changes.

To delete a meeting template, click the Edit button to open it, then click the orange Delete button at the bottom right of the screen.

3.9.4       Scheduling an Ad-Hoc Meeting

To schedule an ad-hoc meeting without using a meeting template, follow these steps:

• Open the Meetings module.
• Click the New Ad-hoc button in the bottom right hand corner. Alternatively you can click the New Ad-hoc link underneath the Meetings module on the dashboard.
• Enter the Name of the meeting.
• If you have chosen to manually insert codes to this module, you will need to insert a unique reference Code for the record. See Section 2.3.4 on Coding Rules for more information.
• Select the Chair, Site and Room where applicable
• Enter a Date, Start Time and End Time, and an End Date if it is scheduled to last more than one day. If the meeting is an All Day Event, tick the checkbox.
• Note: it is advisable to use the 24 hour clock when entering start and end times due to the meeting invitations connecting with the employee’s Outlook calendar.
• Add a Description where necessary.
• Click Save.
• Add details to the Attendees and Agenda tabs, as described in Section 3.9.7.
• Click Save.

3.9.5       Scheduling a Meeting using a Template

To schedule a meeting using a template you have already created (see Section 3.9.1), follow these steps:

• Open the Meetings module.
• Click the Arrange Meeting button in the bottom right hand corner.
• Find the meeting template you would like to use, and click the New Meeting button next to it.
• The key details that you set in your template will already be included, but you can edit any of them if you need to.
• If you have chosen to manually insert codes to this module, you will need to insert a unique reference Code for the record. See Section 2.3.4 on Coding Rules for more information.
• Enter a Date, Start Time and End Time, and an End Date if it is scheduled to last more than one day. If the meeting is an All Day Event, tick the checkbox.
• Note: it is advisable to use the 24 hour clock when entering start and end times due to the meeting invitations connecting with the employee’s Outlook calendar.
• If there are open actions remaining from previous meetings using the template, you will be asked if you would like to include them in your Agenda for this meeting. They will be included by default, but if you do not wish to include them you can click on the checkbox to untick it.

• Click Save.

 

Note: It is prudent to check the Agenda tab when scheduling a meeting from a template in case you need to edit, add or delete any items specific to this meeting.

3.9.6       Inviting Attendees to a Meeting

To invite attendees to the meeting, the Status of the meeting will need to be changed to Prepared. You can do this manually by opening the Meeting Details tab and changing the Status to Prepared in the drop down list. Alternatively, the default Status is Automatic, meaning that isCompliant will establish the status of your meeting; this will be shown next to the Automatic status. The status will automatically change to Prepared when you open the Minutes tab and copy the agenda items into it (see Section 3.9.7).

3.9.7       Recording a Meeting

The quickest way to document your meeting is to record the minutes directly into isCompliant whilst the meeting is taking place. Open the Meetings module, find the relevant scheduled meeting, and click the Edit button, then work through the following tabs.

Meeting Details: As explained in Sections 3.9.4 - 3.9.6, you can add the key details of the meeting and set its status to Draft, Prepared, Completed or Cancelled.

Attendees: In the Attendees tab, you can add any employees who you would like to invite to the meeting by selecting them from the green drop down box. Once you have selected an employee, a duplicate box will appear below for you to add another. If you need to delete an attendee, click the Delete button next to their name.

Agenda: The Agenda tab allows you to add in any items that are to be discussed in the meeting. Type the Number and Item into the green boxes, click the relevant checkbox if it relates to Quality (QUA), Health and Safety (H&S) or Environmental (ENV) matters, and click Save. A new green row will appear underneath it for you to add the next item.

Minutes: To record minutes against the agenda items, open the Minutes tab and follow these steps:

• Select the green drop down box and Copy ALL. This will paste your agenda items in the Minutes tab, with space ready for you to record a minute against each one.
• As you discuss each agenda item, add the number and the relevant minute in the corresponding green box.
• Note: After each response, we recommend you click Save to avoid losing any responses if you lose internet connectivity or isCompliant times out.
• If you need to write multiple minutes or create multiple actions against one agenda item, you can duplicate it. Save the minutes you have already recorded, then click the green drop down box at the bottom left of the screen and select the agenda item you would like to minute further. There is no limit as to how many minutes you can record for each agenda item.
• If an item is discussed that is not in the agenda, click the green drop down box at the bottom left of the screen and select Ad-hoc Minute.
• Once you have filled in all the minutes, click Save.

If you want to create an action against a minute, follow these steps:

• Click the Save button to ensure all your recorded minutes have been saved.
• Click the New button in the Action column against the relevant minute; a green action code hyperlink will appear.
• Click on the green code and the screen where you can create an action will open.
• Follow the steps in Section 3.6.1 to create the Action.
• To return to your minutes, click the Back button in your browser.

Actions: If you want to create an Action relating to the overall meeting rather than a specific minute, open the Actions tab and follow the steps set out in Section 3.6.2. This tab will also show all the other actions created from the Minutes so you can amend them where necessary.

Once the meeting is finished and all the minutes and actions are recorded, return to the Meeting Details tab and change the Status to Completed.  

3.9.8    Editing or Deleting a Meeting

You can edit a meeting by opening the Meetings module and clicking the corresponding Edit button. If you have permission to edit within this module, you will be able to navigate the tabs as above and make any necessary changes.

To delete a meeting, open the record and click the orange Delete button at the bottom right of the screen.