Leading Effective Meetings

Overview

WorkBoard Meetings allow you to stay ahead of the curve with data-driven topics & actionable takeaways, allowing you to surface risks faster and come to meetings fully informed. Create WorkBoard Meetings to discuss your Objectives, Key Results, Workstreams, Action Items and any work associated with your strategic initiatives.

WorkBoard Meetings integrate with Google Calendar & Microsoft Outlook, allowing you to create a WorkBoard Meetings for all of your calendar events to track your meeting outcomes.

Creating Meetings

Scheduling one-time and recurring Meetings

Follow these steps to schedule a WorkBoard Meeting:

  1. Click Meetings in the top navigation menu and select New Meeting button on the side pane.

    • Optionally, hover over Meetings and select New Meeting from the drop-down.

  2. Give the meeting a Name and Description.

  3. Add users by typing a team or user name. (When you add a Team, the Team roster appears in the meeting).

    • Note: Only the Meeting owner or a Meeting Admin can add or remove users.

  4. Determine the date, length and recurrence options for your meeting.
  5. Choose to Ask Attendees to contribute to the Agenda.

    • Note: WorkBoard Meeting invitations will only be sent once the Ask attendees to contribute to the agenda box has been checked.

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Adding Topics for Discussion to Future Recurring Meetings

In order to add Topics to future Meetings, you must end the current meeting first. Once done, you and the rest of the meeting attendees can add Topics for the next recurring meeting.

Note: WorkBoard only supports adding an agenda for the very next meeting.

Meet Now for ad-hoc Meetings

Not all meetings are scheduled ahead of time. For those impromptu meetings we still need to capture important topics & takeaways.

Simply select Meet Now on the Meetings page in order to create an impromptu meeting. You can immediately add people to the meeting and then start adding topics & takeaways.

To reschedule a meeting, simply go to the meeting and click on the kebab icon at the upper right, then click Edit.  

Once you've created a WorkBoard Meeting (whether ad-hoc or scheduled) and invited your team, it will show up on attendees' My Work calendar as well as on the Meetings page.

Adding Topics & Takeaways

Topics for Discussion:  WorkBoard such as Team OKRs, Workstreams, Action Items, attachments and Action Items from previously held Meetings or manually entered notes or discussion points for the team.

Takeaways: Takeaways are the result of your Topic for Discussion. 

To manually add a Topic:

  1. Click in the box to "add a topic for discussion" and type in a Topic.
  2. Click on the checkbox (in the bottom right-hand corner) to add the Topic.
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  4. Once added, you can create a Takeaway directly to the right of the Topic.

Data-Driven Topics

Click on the Icons (shown below) to search for and add Objectives, Key Results, Workstreams, Action Items, attachments, or if it's a recurring meeting, Action Items from previously held Meetings.

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Make Topics Recurring

In some cases, you may want to add Topics to all recurring Team Meetings. 

Follow these steps to add Recurring Agenda Topics:

  1. Ensure your Meeting is a recurring Meeting by clicking on the kebab and then edit.
  2. Add the topics to your Team Meeting that you wish to make recurring.
  3. Click on the kebab in the upper right-hand corner and select Make all Topics Recurring.
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    • To Remove Recurring Topics follow the same path and select Remove all Recurring Topics. 

Alternatively, you can add a single Topic as a Recurring Topic by click on the kebab next to the Topic and selecting Make Topic Recurring.

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Creating Action Items from Topics & Takeaways

WorkBoard gives you the option to Convert Topics & Takeaways to Action Items.

Follow these steps:

  1. Clicking on the Kebab next to the Topic or Takeaway and
  2. Select Convert To Action Item.

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Based off of the language used in the Takeaway, WorkBoard in some cases will suggest you create an Action Item. You can create an Action Item by clicking the checkbox or decline the offer by selecting the 'X'.

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Action Items created in Meetings or 1on1s automatically add a link back to the meeting in the Action Items Notes section.

Additionally, all members of the meeting (or 1on1) will be added In the Loop on the Action Item and will receive Action Item updates.

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Using Quick-Add Syntax to Create Action Items

You can immediately create & assign action Items to users by using Quick-add syntax such as

  • For Assignee: @andrea hothburn@
  • For Workstream (if different than Workstream in Meeting): #Workstream_name#
  • For Date: !Date

Hit Enter on your keyboard to create the takeaway and simultaneously convert it to an Action Item.

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Adding Smart Bullets to Topics & Takeaways

Categorize your list visually by clicking Add smart bullets to differentiate the different types of Topics and Takeaways on your 1on1 agenda.

Follow these steps:

  1. Type in your Topic or Takeaway
  2. Click on the bullet next to the Topic or Takeaway and choose a smart bullet.

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You can also add Smart bullets after you've added a Takeaway by licking on the Kebab, Add smart bullets, and then choosing a smart bullet for the Takeaway.

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After categorizing your Topics in Takeaways, you can then use the Global Search to find all of the Note, Discussion, Decision, Amber, etc Topics & Takeaways.

Ending Meetings

If you created the Meeting then you have the option to End it.

To end a Meeting you created select End Meeting in the upper right-hand corner of the Meeting. You will be presented with options to ask attendees to rate the meeting as well as Sending the Summary.

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If you aren't able to stay for the duration of the meeting, you can make another attendee the Meeting Admin which enables them to end the meeting, send out the summary and ask for a rating.

To make an attendee a Meeting Admin follow these steps:

  1. Hover over an attendee
  2. Select Make Admin

The attendee made admin will now be able to edit/reschedule the meeting as well as end the meeting.

Attendees not made admins or meeting owner, can still publish a summary by clicking on the kebab in the upper right-hand corner and selecting publish summary.

Viewing Past Recurring Meetings

To view older recurring Meetings, simply navigate to the current or past meeting and use the dropdown to search through the list of previous meetings and the next meeting.

 

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Reopening a Meeting to make it a Recurring Meeting

  1. To reopen an older meeting, open an older past meeting 
  2. Select Reopen.(This option is only available to the creator of the meeting).
  3. Click the Kebab 
  4. Choose Edit
  5. Select the Recurring checkbox as well as the time, timezone and cadence.

Note: If you're not the original Meeting owner nor a Meeting Admin, then you will not be able to Reopen the Meeting.

Deleting Meetings

 Just as with adding & removing attendees and ending the meeting, the same rules apply to deleting Meetings. Only the Meeting owner and attendees who've been made a Meeting Admin can delete a Meeting. When you attempt to Delete a Meeting you'll be provided with these options:

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Additional Resources

 

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