Managing Meetings and Sessions
Managing Meetings and Sessions
Improve the effectiveness of meetings and ensure that meeting minutes are followed up on. Participants are informed in advance of the objectives and agenda. They understand who is responsible for which tasks based on the decisions made during the meeting.
What problems does a meeting management system solve?
The professional qualities of employees have nothing to do with problems related to work meetings. It all comes down to proper planning of business meetings and ensuring that meeting minutes are followed up on.
meetings are largely ineffective. According to a Wall Street Journal survey.
hours per week On average, managers spend on unnecessary meetings.
meetings are unnecessary. Most issues can be resolved in a “smarter” way—by phone, email, or memo.
What did I forget here?
problem
An employee should not have to wonder why they were invited to a particular meeting.
decision
The purpose of the meeting and the agenda are determined in advance. Invitations containing background information are sent only to those employees whose participation is truly necessary.
Pointless discussions
problem
“This is just idle chatter and a waste of time”—these are the kinds of thoughts that often cross the minds of meeting participants, especially when they have a lot of unfinished tasks waiting for them outside the conference room.
decision
To avoid idle chatter and lengthy discussions, it is necessary to organize meetings with a clear schedule and an agenda of issues that require specific actions and decisions.
Motivation is at zero
problem
Empty and boring conversations only drain your energy. The rules for organizing meetings stipulate that, by the end of the meeting, every participant should understand what steps to take next.
decision
Decisions made on key issues improve the company’s performance and motivate employees.
Fruitless Minutes
problem
A successful meeting does not guarantee 100% implementation of all decisions made. The minutes of a business meeting are often kept merely as a formality.
decision
You can achieve results by assigning tasks to the responsible individuals in accordance with the minutes. You should also automatically include a report on the results in the agenda for the next meeting.
Turn Meetings into a Tool for Effective Business Growth
With LITIKO’s Meeting Management solution, the process of preparing, organizing, and conducting meetings at your company becomes easier.
Schedule appointments with just one click
With LITIKO’s Meeting Management solution, the process of preparing, organizing, and conducting meetings at your company becomes easier.
Notify participants in a timely manner
The system automatically sends meeting participants notifications about upcoming events and the assignment of tasks in accordance with the minutes.
Monitor the implementation of decisions made
Keep track of the progress on tasks and long-term assignments.
Implement a ready-made solution
The solution comes with pre-configured and optimized business processes that facilitate productive meetings and discussions. Employees don’t have to worry about how to properly organize meetings within the company or build workflows from scratch.
The Process of Organizing and Preparing for Various Types of Meetings
The process of sending out invitations, as well as adding items proposed by employees to the agenda
The process of handling meeting minutes and assigning tasks to the responsible staff members.
A report on the current statuses of all tasks assigned to employees following the meeting.
How Automation Supports Growth
Inside the solution, business processes are already configured and optimized to facilitate productive meetings and discussions. Employees do not have to worry about how to properly organize meetings within the company or build the workflow from scratch.- Notifies participants about upcoming meetings.
- Generates meeting minutes according to predefined templates.
- Includes topics submitted by employees in the agenda.
- Adds information about outstanding tasks to the meeting minutes.
- Defines approval and document review workflows.
- Tracks the status and deadlines of assigned tasks.
Who is this relevant for?
Collegial Bodies
Organizing the activities of the board of directors, the executive board, and their committees.
Conducting operational and working meetings for the groups.
Conducting operational and working meetings for the groups.
Specialized Teams and Groups
Preparing and conducting meetings of expert groups and specialized committees.
Government Agencies
Safe and comfortable meetings and conferences.
Key Features of the Meeting Management Solution
- Planning and Preparing Meetings
- scheduling dates and times (including recurring meetings);
- agreeing on the date and time of the event with all participants;
- compiling a list of participants;
- group discussion of the agenda items;
- sending messages (invitations) via email;
- planning the resources needed to organize meetings (venues, computers, projectors, etc.).
- Conducting the meeting and documenting its results
- the ability to track the attendance of each participant (registration);
- recording the proceedings of the discussion and the decisions made in accordance with the agenda;
- Automatic generation of meeting minutes, followed by their submission for approval.
- Organizing the Implementation of Decisions Made at the Meeting
- automatically generating tasks based on decisions made at meetings and assigning them to the appropriate employees;
- distributing the minutes via email to participants and interested parties;
- monitoring of task completion via the user's “desktop,” as well as through reports within the system;
- providing contractors with access to materials related to the tasks;
- Generating reports (in MS Excel format) based on the results of the previous meeting.
Results of Implementation
by 30–40%
The effectiveness of meetings is improving
2–3 times
The approval of the meeting minutes is being expedited
by 45-75%
The number of unfulfilled orders is decreasing
100%
monitoring the implementation of all decisions made
