Preparation of meetings

• Preparation of agenda items and assignment of tasks & topics
• Editing the agenda items
• Meeting progress and scheduling
• Informing the participants

Preparation of agenda items and assignment of tasks & topics

Once the meeting has been created, the agenda items for the meeting can be prepared to enable targeted execution. Existing tasks and topics from the project or previous meetings can be specifically assigned, allowing you to work directly in context during the meeting. To do this, the desired meeting can be opened and the agenda items edited. The agenda can be defined for each meeting type in the Project settings.

Tasks and topics from the project can now be transferred and assigned to agenda items.

You can filter and search for the desired tasks and topics.

1. From previous meeting: List of tasks & topics from the last meeting. This option is only displayed if it is a Follow-up date.
2. From other meetings: List of tasks & topics from other meetings
3. Sort by Type (tasks, information, decisions, topics, journal entries)
4. Search
5. Filter

The tasks & topics can now be transferred to the meeting. The transfer is completed with "Done" or by closing the window.

When transferring tasks & topics, you can use the filter from other meetings to filter directly by meeting type or search for a specific meeting.

Meeting preparation, agenda planning, context linking, topic assignment, meeting preparation

Editing the agenda items

The previously transferred tasks & topics are now displayed in the agenda and can be assigned to the respective agenda items. To do this, the tasks and topics are moved to the desired position using drag & drop. It is also possible to create new Create tasks & topics directly in the agenda.

Tasks & topics can be removed directly from the agenda or in the Coordination of Tasks & topics.

Agenda management, task linking, task processing

Meeting progress and scheduling

The meeting progress can be used to mark the tasks & topics already discussed during the execution of a meeting. This provides visibility of the current progress, including the number of agenda items that are still open. If the meeting progress with scheduling is activated, a planned meeting duration can also be assigned to each agenda item. You can find more information in the following article: Execution of a meeting.

1. Activation of the meeting progress or the meeting progress with scheduling. If scheduling is activated, the planned total duration of the meeting is displayed.
2. Assignment of a meeting duration per task & topic.

Session duration, time tracking, progress bar, time management

Informing the participants

As soon as all tasks and topics have been assigned and tasks have been distributed via comments, the preliminary minutes can be sent out. This serves to prepare the participants for the upcoming meeting. To do this, the participants can be informed using the role, which automatically generates a preliminary protocol.

The preliminary report is opened in the preview before sending, where additional options such as the recipients and enclosures for External contacts can be generated. It is also possible to generate a new protocol or edit it directly in Word. When editing in Word, the preview can be updated to display the changes. The protocol can then be sent.

If changes are made to the agenda after the preliminary minutes have been generated, they can be created again and the participants informed once more.

Pre-protocol dispatch, participant communication, meeting invitation, information distribution

Updated on: 19/09/2025