Answers

The following is a list of steps to get up and running with MeetingResult for Business. Follow these steps in the order listed to configure MeetingResult, plan, execute and report on the results of the first of many productive Meetings to come.  You can also view our getting started training videos.

Before you can plan your first Meeting you MUST first set up a list of Stakeholders and at least one Project.  When you are creating Stakeholders and Projects please make sure that you enter all required fields before you click the save button. If you click the save button before you enter all required fields then the system will not save the record and the fields that are required but left blank will be highlighted in red.

 

Create List of Stakeholders The following is a list of steps for creating Stakeholders within MeetingResult.

  1. Click on the Stakeholders toggle button in the upper left hand corner of the screen.
  2. Click on the plus (+) button to the right of the Stakeholders toggle button.
  3. You can either create Stakeholders by choosing them from your iPad address book or create them manually by entering the data fields for a Stakeholder. To create a Stakeholder from you iPad address book click on the “address book” icon located in the upper right hand corner of the screen next to the save button. After the fields are auto-populated with the contact’s information you can edit any of the fields and then click the save button. To create a Stakeholder manually you must fill in the First Name, Last Name, Email and optionally a Title and Phone Number. Click on the save button to save the Stakeholder. If you forget to enter a required field (indicated by an asterisk) then the required field will be highlighted in red. You will need to supply data for the required fields and then click save again to save the Stakeholder record.
  4. Repeat these steps to create all of the Stakeholders who will attend the meetings that you will plan and execute.

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Create List of Projects The following is a list of steps for creating Projects within MeetingResult.

  1. Click on the Projects toggle button in the upper left hand corner of the screen.
  2. Click on the plus (+) button to the right of the Projects and Stakeholders toggle buttons.
  3. Enter the required project fields (indicated by an asterisk). The Project Name, Start Date, at least one Stakeholder, and Project Leader are required fields. By default the project status will be “Open”. Optionally you can enter an Organization Name and choose a custom logo for the project. Click the “save” button located in the upper right hand corner of the screen.
  4. Repeat these steps to create additional projects.

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Configure Integration with Dropbox, Google Docs and Evernote The following is a list of steps for configuring integration with Dropbox, Google Docs and Evernote within MeetingResult.

  1. Click on the “gear” icon located in the upper right hand corner of the screen next to the search box or upgrade to premium banner and choose the “Configuration” option from the dropdown menu.
  2. You will see “Link” buttons next to Dropbox Integration, Google Docs Integration and Evernote Integration. For each integration that you would like to configure click on the appropriate link button.
  3. For Dropbox integration click on the link button and you will be presented with a popup window where you will enter your Email and Password used for Dropbox. Click on the “Link” button to integrate MeetingResult with Dropbox. This will allow you to add documents to meeting agendas and save copies of your meeting summary reports to your Dropbox account. Your meeting summary reports will be added to project specific sub-folders within a MeetingResult folder that will be created in the root directory of your Dropbox folder.
  4. For Google Docs integration click on the link button and you will be presented with a pop-up window where you will enter your Email and Password used for Google Docs. These credentials are typically the same as your Gmail or Google Apps account. Click on the “Sign In” button to integrate MeetingResult with Google Docs. You will be presented with a second window where you will need to click on the “Allow Access” link. This integration configuration will allow you to add documents to meeting agendas and save copies of your meeting summary reports to your Google Docs account.
  5. For Evernote integration click on the link button and you will be presented with a popup window where you will enter your Username and Password used for Evernote. Click on the “Login” button to integrate MeetingResult with Evernote. This will allow you to save copies of your Meeting Summary Reports to your Evernote account. The meeting summary reports will be added to your Evernote Inbox.

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Plan your First Meeting Follow the steps below to get your first Meeting under your belt.

  1. Select the appropriate project from the list of projects on the left of the main dashboard.
  2. Click on the plus (+) button to the right of the Planned and Completed toggle buttons next to the Meetings section header.
  3. This will bring up the New Meeting popup.
  4. You have two options.  You can enter just a meeting name and choose to Meeting Now or you can go through the full planning for the meeting.  For this tutorial we are going to assume that you are highly organized and plan all of your meetings.
  5. Enter the name for the meeting, verify that you have the correct project selected and choose the data and time for the meeting.  All of this information can be further edited on the meeting planning screen that will display once you click on the Plan button.
  6. Next enter the Location of your meeting. This could include a physical room number, a conference bridge number or information about online meetings.
  7. Click on the “Start Time” button to change the date and time of the meeting. In order to save your setting click on the screen off of the date/time selector. After you choose the start time of the meeting click not the “Duration” button to select the length of the meeting. Again after you select the duration click on the screen somewhere off of the time selector in order to close the time selector and record the duration for the meeting.
  8. Next click on the Project button to change the project that the meeting belongs to. A pop-up window will appear with a list of all open projects that you have created within MeetingResult. Click on the project that you want to assign to the meeting.
  9. Next you can add Objectives for the meeting. Click on the “Edit” button next to Objectives. A pop-up window will appear. Click on the plus (+) button in the upper left hand corner of the pop-up window. This will add a text box where you can type the description of the Objective. If you would like to add another Objective then click on the plus (+) button again and type the description of the new Objective. Once you have more than one Objective you can also change the order of the Objectives by pressing the “three line icon” to the right of the Objective and dragging it to the appropriate place in the list of Objectives. When you are finished adding Objectives click on the “done” button in the upper right hand corner of the pop-up window. You will see a message below Objectives that tells you how many Objectives you have added.
  10. Next you can add Agenda Items for the meeting. Click on the “Edit” button next to Agenda Items. A pop-up window will appear. Click on the plus (+) button in the upper left hand corner of the pop-up window. This will add a text box and two selection buttons where you can type the description of the Agenda Item, Choose a Presenter for the Agenda Item and Choose a duration for the Agenda Item.  You can also add Notes for agenda items.  Notes could be important points that you want to be sure you make during the meeting.  You can add Notes by clicking on the +Add Note option.  After you are done with the agenda item click on the Agenda button in the upper left hand corner of the popup screen to return to the main Agenda screen.   If you would like to add another Agenda Item then click on the +Add Agenda Item option again and repeat the same steps. Once you have more than one Agenda Item you can also change the order of the Agenda Items by pressing the “three line icon” to the right of the Agenda Item and dragging it to the appropriate place in the list of Agenda Items.   When you are finished adding Agenda Items click on the Close button in the upper right hand corner of the pop-up window. You will see a message below Agenda Items that tells you how many Agenda Items you have added.
  11. Next you can enter Attendees and Subscribers to your meeting. Click on the “Choose” button next to Attendees. A pop-up window will appear with a list of all Stakeholders that belong to the project that was assigned to the meeting. Click on each Project Stakeholder that you want to add to the Attendee list for the meeting. If there are Stakeholder that you want to add to the meeting but don’t show up in the list then you will need to add them as Stakeholders on the assigned project first and then they will be available to add to the Attendee list for your meeting.  To designate a Stakeholder as a Subscriber you will need to click on their name twice.  You will see the Subscriber label show up next to their name.  Subscribers will receive a copy of the meeting summary report that is created for the meeting.  When you are finished adding Attendees click on the screen off of the pop-up window. This will close the pop-up windows and you will be back on the Create Meeting page. You will see a message below Attendees that tells you how many Attendees and Subscribers you have added.

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Execute your First Meeting Follow the steps below to execute your first Meeting with MeetingResult.

  1. You can start a meeting from a couple of places.  The first and most obvious place is from the main dashboard which is displayed by default when you open MeetingResult.  On this view you will see a list of meetings running down the center of the screen.  You will need to click on the planned toggle button to only show your planned meetings.  The second place where you can start meetings is from the Stakeholders dashboard which you can view by clicking on the Stakeholders toggle button in the upper right hand corner.  Then you can select an individual stakeholder and click on the meeting that they are invited to start the meeting.
  2. Click on the name of the Meeting that you would like to start.
  3. This will bring up the Meeting Execution Dashboard for the chosen meeting. There are a lot of things happening on this page. We will cover the basics in the remainder of this tutorial and we will cover more advanced topics in other tutorials and in our MeetingResult Essentials book.
  4. When you first open up the meeting you will need to click on the “Play” button at the top and center of the screen. This will start the meeting along with a timer that keeps track of the elapsed time. You can click on the time display to toggle between the elapsed time and the remaining time based on the scheduled start time and the chosen duration of the meeting. At any time during the meeting you can pause the meeting by clicking on the “Pause” button next to the timer. The elapsed time will stop but the countdown to the scheduled end of the meeting will continue.
  5. Once the meeting has been started the next thing you will want to do is take attendance. In order to do this click on the “Attendance” button below the Attendees section. A pop-up window will appear with a list of attendees that were selected for the meeting. In order to note the Attendees that are present at the meeting click on each of their respective names. A check mark will appear next to each selected Attendee to note their attendance at the meeting.
  6. As the meeting progresses you can record the completion of Objective and Agenda items by clicking on them in their respective lists on the left side of the Meeting Execution dashboard.
  7. On the right hand side of the screen you will notice the Meeting Assets section. Meeting Assets are the key notes, action items, decisions, issues and risks that are created during the course of the meeting. These Meeting Assets are the fundamental components of the MeetingResult methodology and represent the value that is created as a result of the human capital that is being invested in the meeting. Each time that a key note, action item, decision, issue and risk is raised it is important that the meeting facilitator stop the flow of the meeting and capture the assets within MeetingResult.
  8. In order to capture meeting assets you must click on the button for the appropriate Meeting Asset that is being captured. When you click on the button for a Meeting Asset a pop-up window will appear. You can capture the asset two different ways. First you can type data directly into each field. All required data fields, indicated with an asterisk, must be completed in order to save the Meeting Asset. The second method for entering Meeting Assets is to use the audio recording functionality. At the top of each pop-up window that appears for adding a Meeting Asset is a microphone icon. To record the audio for the Meeting Asset click on the microphone icon and recite the Meeting Asset. When you click on the microphone it will turn blue to indicate that recording has begun. When you are finished click the microphone icon again to stop the audio recording. When you have stopped the audio recording for the Meeting Asset a play button and a delete button will appear. You can use the play button to test the audio recording. You can use the delete button to delete the audio recording if you are not satisfied with what was recorded. Once you have finalized the recording you can click on the save button at the top right of the popup window to save the Meeting Asset.
  9. As you create Meeting Assets during the meeting they will show up in the respective sections below the Meeting Asset section of the Meeting Execution screen.
  10. Meeting Assets can be deleted by swiping your finger across the Meeting Asset from left to right. When you do this a “Delete” button will appear to the righthand side of the Meeting Asset. Click on the “Delete” button to delete the Meeting Asset.
  11. When the meeting is finished you can complete the meeting by clicking on the “arrow” icon to the right of the Meeting Name. A popup window will appear and you will need to click on the “Complete Meeting” option to complete the meeting.
  12. After you click on the “Complete Meeting” button a popup will appear asking if you would like to send email notifications for any Meeting Asset owners that received assignments during the meeting.
  13. The next step is to review the results of the meeting and distribute the Meeting Summary Report.

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Review the Results of your First Meeting and Distribute the Meeting Summary Report Follow the steps below to review and distribute reports

  1. Make sure you are on the projects view.  If you are not click on the project toggle button in the upper left hand corner of the screen.
  2. Click on your project from the list and select the meeting you wish to review from the list of completed meetings.  Make sure the Completed toggle button is selected instead of the Planned toggle button.
  3. From this view you can review attendance at the meeting, achievement of objectives and agenda items and all meeting assets captured during the meeting.
  4. If you need to make changes to anything you will need to reopen the meeting.  This can be done by clicking on the arrow button to the right of the Summary Report button in the upper right hand section of the screen.
  5. If everything looks good you can generate a Meeting Summary Report by clicking on the Summary Report button in the upper right hand section of the screen.
  6. Once the summary report is open you can access the distribution options by clicking on the arrow button in the upper right hand corner of the popup window.  You have the option of publishing the report via email, uploading it to one of the cloud storage integration options or printing the report.
  7. If you choose the email option by default all meeting attendees will be on the To: list and all meeting subscribers will be on the cc: list.

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