Meetings
Meetings
Overview
This section provides a guide to establishing a meeting agenda, issuing it to relevant attendees, recording all discussion points, agreed actions and responsibilities in the form of minutes, then distributing and booking any necessary follow up meetings.
Objectives
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Create and distribute a meeting agenda.
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Assign actions and responsibilities for meeting outcomes.
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Record and distribute meeting minutes.
Things to Consider
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To assign an action to a Procore user in Meetings, the user must be in the Project Directory and have minimum read-only level permissions to the Meetings tool.
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A workflow for effective use of the Meetings tool is included in the end of this section.
Guide
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Detailed Steps |
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From the Project Management menu, select Meetings
Complete all the relevant meeting information including time, date, location, overview etc. and nominate all required Scheduled Attendees. Once complete, click Create. |
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Update / Add meeting categories by selecting Create Category. Update / Add subsequent agenda items by selecting Add Item within each category. To create an agenda item, only the title and category is needed. Other details for agenda items can also be added if known – Description, assignment, due date etc. – Keep in mind that all of these details can be updated in the meeting minutes, while the item is being discussed. Multiple items can be created quickly by clicking Save and Create Another. Modify order of categories / items by hovering over and dragging the symbol |
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Once the agenda is finalised, select Distribute Agenda - All scheduled attendees will receive the agenda via email. If any changes need to be made to the agenda prior to the meeting, simply update the agenda and select Redistribute Agenda. |
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At the commencement of the scheduled meeting, convert the agenda into minutes by clicking Convert to Minutes |
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Once the meeting is in Minutes Mode, record the status of Schedule Attendees by selecting Present, Absent, For Distribution or Conference. |
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During the meeting, all agenda items can be updated / added / deleted to suit the discussion points. In addition to this, Official Documented Meeting Minutes can be added to record specific comments. Each item has the ability to assign responsibility, due date, priority and status – Once assigned, these items will then appear on Assignees personal dashboard as Open until they are closed out. |
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Once the meeting is complete and the minutes are finalised, click Distribute Minutes - This will email a copy of the minutes to everyone on the Scheduled Attendee list, regardless of whether they were present at the meeting. |
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Similar to the agenda, if any changes need to be made to the minutes, simply update the necessary details and select Redistribute Minutes. |
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When the meeting is the first of a series or recurring meetings, once the first set of minutes has been distributed, the minutes can be used to create the next agenda by selecting Follow Up Meeting. This will create the next meeting in the series and revert back to agenda mode where the above steps can be repeated. Following this protocol ensures that meeting records, assignments and due dates are carried through each meeting until they are closed out. When recording minutes in a subsequent meeting, the previous meeting’s minutes will be visible for reference. |
Handy Tips
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To view all open meeting items assigned to yourself, on the Project Home Page, scroll down to the My Open Items section. This will give a full list of all Meeting Items on the project that are open and assigned to you.
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To show consideration for your colleagues and to enable an efficient meeting, get into a habit of closing off any meeting items assigned to you as they are completed. Don’t leave it to the next meeting to do this. Any follow up agenda that has assignments carried over from a previous meeting can be updated prior to the next meeting – Simply open the item, change the status to Closed and add any comments.
Meetings Workflow
