How can I manage meetings with MeisterTask?

Scott Ricken

Hello all! My team and I are on a free trial of MeisterTask and are looking for a tool to manage weekly meetings. Is there any template for this? Does anyone have advice on how to create a board for this (what should be included in it)?

Thanks!

Joerg Koper

Hello @Scott Ricken 👋🙂

First thing I can say is...with MeisterTask you have chosen the perfect tool for managing your weekly meetings. From my point of view, it is first of all important that all participants of your meetings become familiar with how MeisterTask works. The best way to start is with the Academy.

If you want to learn more about Kanban, this website offers you free downloadable and very well structured books.

The project board

A standard layout for let's say "Project Ideas" can be a very simple one with the following columns:

• Topics
• Realisable
• Discarded

If you have different departments

You can of course create seperate project boards for them too. The columns of the departments are depending on what kind of business you are running and what kind of tasks the departments have. Let's say, you have three departments and you already have created their project boards. In this case the meeting project board can have the following columns:

• Topics
• Realisable
• Department 1
• Department 2
• Department 3
• Discarded

In the columns of the three departments you can work with the automation move task to another project. That will move the desired task to the project board of the department. You can play with this function a bit and I'm sure, you'll find your own board structures.

Now about the task cards

Every topic of a meeting task is a task card in the project board. You can create them individual for the needs of your business and they can also be used a s a template. Some suggestions:

• The title of the task: topic and date of the meeting
• Description of the task: new idea or what ever you are planning to talk about
• Checklist: Agenda or points to tick off
• Attachments: documents, pictures, graphics, white papers etc.
• Comments: for ideas, questions, discussion etc.

More Info's about Tasks, collaboration tools and advanced features.

I am sure, you will create a very cool project board. Have fun trying out all the cool features of MeisterTask and if there are further questions don't hesitade and ask. We all are here to help you out 😉

Best regards, Jörg

Scott Ricken

Much appreciation @Jörg Koper I did not expect to get such a complete answer! 😀

I've created a board like you suggested - Sorry for the beginner question, but for clarification's sake: you begin the board with all agenda points as cards in the "topic" column and then move them kanban-style to a different section based on the meeting outcome? Do my teammates need to be admins to create the cards?

Thanks so much for your help already.

Best,

Scott

Joerg Koper

Hey @Scott Ricken, I'm glad that my answer was helpful. And by the way...we've all been MeisterTask beginners once 😉

I would create the Agenda as checkpoints in the related task card. Otherwise you would have too many task cards in the column. Try to create only one task card for the respective meeting. This way the project board stays clean and tidy.

To move the task cards kanban-style to the appropriate sections is in my opinion the best way, to bring some action into your meetings.

Your teammates do not need to be admins. Be careful with this role. It's enough to invite them as project members. Some more informations about roles and permissions 👍️

Best regards

Joerg

Andrew Lapidus

Love the suggestion, @Jörg Koper - thanks so much for sharing! I have often used MindMeister for meeting managed but am super intrigued by your approach! I'll be sure to try it out next week 😀

Best,

Andrew

Joerg Koper

Hi @Andrew Lapidus, to use MindMeister and of course MeisterNote in addition to MeisterTask is the most powerful way to create cool Meetings I guess 😋

I'm curious how my approach works for you

and I wish you a wunderful weekend 👋

Joerg

Joerg Koper

Hi guys 👋🙂

For all those who would like to use the example project as a template, I have made it available here as a download.

https://community.meister.co/discussion/comment/885#Comment_885

meistertask-project-template-meeting-example-01.json

Have fun trying it out 😉

Miša Hennin

Wow @Jörg Koper - brilliant! Thank you for sharing the json import too!

Scott Ricken

Thanks so much to everyone for the help!

Richard

Thanks for these ideas @Jörg Koper. Was just browing the community and came across this post. I like your suggestions!

Joerg Koper

Hi @Miša 👋😉

it's a great pleasure for me to do that.

Joerg Koper

Hey @Richard 👋😉

I'm happy that it helped you. Let me know if you have any questions or like to exchange ideas about simlar projects.