Meeting Minutes
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      Understanding Agenda Mode

      Using Agenda Mode to structure effective meetings in ConstructionOnline™

      Effective meetings are crucial in construction for project success. They serve as critical touchpoints for aligning teams, coordinating tasks, and making informed decisions. However, a productive meeting doesn't just happen; it requires thoughtful preparation and a clear structure. Without a well-defined agenda, discussions can veer off-topic, critical points might be missed, and the meeting's overall purpose can be diluted—resulting in wasted time and unclear outcomes. 

      ConstructionOnline addresses these needs through Agenda Mode, a structured space within the Meeting Minutes feature designed to help teams organize content, define objectives, and prepare for meaningful collaboration. 

      WHAT IS AGENDA MODE? 

      At the core of ConstructionOnline's Meeting Minutes feature is Agenda Mode, a dedicated space for the essential planning and preparation phase that's foundational to productive, organized meetings. In Agenda Mode, users can define the purpose, scope, and structure of the meeting before it begins, ensuring that all participants come prepared and that discussions stay focused. By focusing on preparation, Agenda Mode ensures that every meeting starts with clarity and direction. 

      Discover how to set your meetings up for success, using Agenda Mode to:

      • Organize and define Agenda Categories and Agenda Items
      • Assign priorities and resources ahead of time
      • Ensure meetings transition smoothly into Minutes Mode with actionable context

      THINGS TO CONSIDER

      • ConstructionOnline automatically sets new meetings to Agenda Mode by default.
      • ConstructionOnline's meetings have a clear structure: Agenda Categories hold Agenda Items. You'll need to create Agenda Items, as they form the basis for adding Action Items and Minutes once the meeting is underway. 

      ⚠️ Important: You must create at least one Agenda Item in order to add Action Items to a meeting. 

      HOW TO USE AGENDA MODE

      With new meetings starting off in Agenda Mode by default, ConstructionOnline emphasizes the importance of pre-meeting planning and preparation. If you're creating a meeting from scratch, you will be automatically working within the Agenda Mode interface.

      Confirm Agenda Mode:

      1. From within the meeting's extension blade, navigate to the "Mode & Stage" tab. 

        Access the Mode & Stage tab to confirm a Meeting's Stage in ConstructionOnline's Meeting Minutes feature
      2. Ensure that "Agenda" Mode is selected. 

        Confirm the Meeting is in Agenda Mode

      Define Agenda Categories

      1. Navigate to the "Agenda" tab within the extension blade. This is where you'll set up the main topics - or sections - for your meeting.

        Navigate to the Agenda tab to structure the Meeting outline
      2. Click the green (+) Add Agenda Category to build out your meeting's agenda, with categories like "Project Updates," "Budget Review," "Safety Items," "New Business" or whatever may be most appropriate for your particular project or meeting.

        Add an Agenda Category to the Meeting's outline
        1. You can edit a category name or assign it a color by clicking the category's Actions dropdown menu.

          Edit a Meeting's Agenda Category
        2. The "Uncategorized Items" category is a default placeholder that can be modified or utilized to store miscellaneous meeting items.

      Add Agenda Items

      1. Under each Agenda Category, click on the blue "Add Agenda Item to [Category Name]" to add specific discussion points or topics that will be covered during the meeting.

        Add Agenda Items to an Agenda Category for a Meeting
         
      2. This will open the "Add Agenda Item" extension blade on the right side of your screen, where you can enter information about the Agenda Item, including - 

        Enter information about an Agenda Item to ensure appropriate action is taken following the Meeting
        1. Title: Provide a clear, concise title that summarizes the Agenda Item's main topic. 
        2. Description: Add a description to offer more context or details about what will be discussed for this item. 
        3. Assign Resources: Link relevant Contacts to this specific Agenda Item.  
        4. Due Date: Set a due date if the item is related to a task or discussion that needs to be completed by a certain time. 
        5. Priority: Assign a priority level to indicate the urgency or importance of the Agenda Item. 
        6. Status: Update the status of the item to reflect its current progress or state. 
        7. Attachments: Upload any relevant files and/or photos directly to the Agenda Item. 
      3. Once the details you wish to include for the Agenda Item have been added, press the blue "Create" button. 
        1. Upon successful creation, the Agenda Item will appear under the respective Agenda Category. 

          How an Agenda Item will look within its respective Agenda Category

      BENEFITS OF USING AGENDA MODE

      By diligently building a detailed meeting agenda in Agenda Mode, you can ensure your team - 

      • Arrives prepared and focused
      • Stays on topic with clearly defined objective
      • Documents decisions & assignments more efficiently

      ⚠️ Important: Agenda Categories and Items can only be added to a meeting while in Agenda Mode. You must have an Agenda Item to create an Action Item and to add Meeting Minutes. 

      ADDITIONAL INFORMATION 

      • Subscription Level: Meeting Minutes is available for companies with current ConstructionOnline Commercial or Multi-Family subscriptions at Team, Business, and Enterprise levels. 
        • Meeting Minutes is also available as a Per-Company Add-On for all other plans. 
      • Permissions: Admin Users and Company Users with "Can Create, Edit, and Delete" for Meeting Minutes can create meeting agendas for meetings visible to them. 
        • For Company Users, this includes meetings they've created, are invited to, or those set as public.  
      • CO™ Mobile App: Currently, the Meeting Minutes feature is exclusively available through browser access to ConstructionOnline.

      HAVE MORE QUESTIONS? 

      • If you need additional assistance, chat with a ConstructionOnline Specialist by clicking the orange Chat icon in the bottom left corner or visit the UDA Support Page for more options.