How to tips Return to the Meetings by Category and by Title Page

MEETING COMMUNICATOR: Welcome to our online meeting room

Meeting title:The LIMITED OPTIONS Board Meeting

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DASHBOARD
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Notes
Meeting Wall 1

PLEASE USE THE SLIDER TO SCROLL THROUGH THE TEXT IN THIS WINDOW.
  • - The CHM Board Meeting illustrates more closely the functionality requirements of the average management board meeting.
  • - If you select a   > See More < option below it will pop-up an image relating to the matter being discussed.
  • - These pop-up images are largely from The Fashion Group Board Meeting eg 2. 
  • - In eg 2 all the options are selected. In eg 2 there is less explanation as the core of the functionality will have been explained here.
  • - In this eg 1 only a limited number of options are selected.
  • - There are a wide variety of options that will be applicable in a variety of circumstances.
  • - Given the promotion of an online Q&A about a new product range to say, up to 1,000 customers in a video conference the full social media promotion tools will be utilised.
  • - For normal meetings social media tools will generally not be used. 
  • - Note that:
  1. -- The social media options have not been activated thus these options are not displayed on this meeting wall.  See More
  2. -- For this meeting all the reading material is hyperlinked from the Meeting Pack Communicator thus there are no LINKS in this virtual meeting room.
  3. -- In this meeting file attachments are not activated as all the reading material is included in the Board Pack. Thus the option to add or download attachments is not displayed. See More
  4. -- This Board Meeting is an Executive Management Meeting and there will be less people attending thus the formal secret or registered member Opinion Poll option is not active. Thus this option is not displayed. See More
  5. -- The On-The-Record Comments Option at the foot of the page is active, thus members can raise matters On-The-Record and these comments will be available for attachment to the meeting minutes. See More
    1. --- When you select Click here to add a comment at the foot of the page for the first time you will be required to register. See More 
    2. --- If you have previously registered you can enter your Login eMail and Password.
    3. --- If you have not previously registered then you need to enter the "New Registration" details. The avatar image is a small picture that you may upload and when you place comments this image will be displayed with your comments in the meeting category page.
    4. --- You will need to complete the Google Verification "reCAPTCHA" game. This is to ensure that you are not a robot. To begin select the "selection box" next to I'm not a robot. It is a picture puzzle. When verified please select the SUBMIT option - this will trigger an e-mail to the e-mail address that you provided. Please check your spam if you do not receive the e-mail, add the adressee to your contacts and select the option to accept the invitation to register in the e-mail received.
    5. --- In the future if not logged in you will need to complete the login when you attempt to place on the record comments.
  6. -- To be able to add private and chat messages in the Dashboard the system needs to know who you are. These comments are Off-The-Record which means that the Site Administrator cannot download a copy of these comments.
    1. --- The comments will be available to those with password access to this meeting room if they e-mail them to an address that they provide. This option is at the foot of the Dashboard Chat Box. See More
    2. --- To Login You must first Register. To do this select the option  Meeting Login     See More
    3. --- When you select the Meeting Login button a login panel will open.  See More  You cannot yet login as you have not registered thus select the option CLICK HERE to register a USERNAME and PASSWORD for this meeting. and a new panel will open. See More Note that this will register you. A record of this login Username and Password is not available to the site Builder nor to anyone else. If you lose this information you will have to register under another name and your Private Messages will not be able to be retrieved. This is so as to ensure that Private Messages are private.
  7. -- The Private Messenger is active. This can be used by members to record notes to themselves or to others. Participants can visit the meeting room below the meeting and record private messages to themselves regarding matters to be raisedby them. See More
  8. -- The Dashboard Messenger is Active. Participants can visit the Virtual Meeting Room and they can propose solutions to matters raised in the Off-The-Record Dashboard Chat box. See More
Generally, virtual meeting rooms will be opened at the time that the Meeting Pack is distributed. The Agenda, for an Executive Board Meeting, will list matters to be discussed and documentation that is attached should offer details on alternative solutions that have been researched.  Where management have deliberated possible solutions and have posted questions on the meeting room Dashboard before the meeting then others will have the opportunity to answer the questions raised. Where this happens the actual meeting can focuss on solution engineering versus offering first impression opinions.
 
The virtual meeting room is a game changer as it provides a secure location for the exchange of ideas before the meeting and it allows participants to provide feedback on action plans after the meeting. In subsequent meetings participants can return to this meeting to review the status of the action plans that can be continuously updated by the Meeting Administrator.
 
During a meeting the Meeting Administrator should take notes and these notes will be displayed in the pages that are displayed in the meeting room. In a traditional meeting the participants will not have access to the notes made by the minute taker. The Meetings Communicator (TMC) virtual meeting room allows participants to read the notes that the minute taker has made.
 
The meeting deliberations will be at a physical meeting or they will be on an audio or video conference call. No matter the nature of the meeting it is independent of the virtual meeting room. As stated, the virtual meeting room offers a location for pre meeting idea sharing, a place for private notes, a place for off the record and onthe record comments. In meeting attachments can be activated as can links and social media integration. After the meeting the minutes can be offered as an attachment.
 
There is much more functionality that will be explored in eg 2.
 
Please add any questions that you may have to our How To Blog. Read More
 
To get a copy of the Demo Board Meeting Pack. Click Here

 

 

 

 
 

  
Meeting Introduction
Meeting Wall 3

 

Company Name Ltd - Board Meeting Minutes - Template No 1

Board Meeting:   Date                          Time:                             Venue:                                            Online Meeting:     Yes/No

Chairman:  Name                             Meeting Administrator and Minute Taker:    Name                                

In attendance:   Names

Attendance Apologies From:    Names

Quorum Required:    Number               Qualifying Quorum Attendees:    Number                      Invited Guests:   Names

Conflicts of Interest:   Details here

Is the company solvent:   Yes / No                         Assessed By:       Name

The meeting started at:    Time       The Meeting ended at:    Time              The meeting was called to Order By:   Name    

Previous Minutes After Approved Edits ( If Any) :  Approved  /  Not approved     Approved By:    Name             

1

Guest Presenters:

  1.  
2

Supporting Documents

  1.  
   

 

 


  
Agenda
Meeting Wall 4

 

Agenda Items
1  
2  
3  
4  
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6  

 

 


  
Decisions
Meeting Wall 5

 

Company Name

Minutes of the Meeting of the Board of Directors on  Date   at   Venue


The following members of the Board were present in person or by online participation:

1. Title     Name

2. Title     Name

The above represent a Quorum of the Board of Directors of  Company Name

The following were present by invitation:

1. Title     Name

2. Title     Name

Resolved, that the following matters are authorised and that the responsible officers are directed to take the action/s outlined in the action plan attached hereto.

1. Heading Title    Resolution  detail

2. Heading Title   Resolution  detail

 

Signed on behalf of the Board as a true record of the proceedings by:   Title     Name          __________________________        Date: __________________

 

 

 

 

 

 


  
Action Plans
Meeting Wall 6

 

Action Plan Title:                               Date:                                               
Please note: There are 2 rows to each task. The headings below relate to the tasks that follow
Task No. & Who will do it?
Due by When?
Task Description
Objective & Why Needed?
Notes
Critical Resources Needed & Challenges Anticipated
Task 1:
Due:
What:
Why:
Notes:
Critical matters:
Task 2:
Due:
What:
Why:
Notes:
Critical matters:
Task 3:
Due:
What:
Why:
Notes:
Critical matters:
Task 4:
Due:
What:
Why:
Notes:
Critical matters:
Task 5:
Due:
What:
Why:
Notes:
Critical matters:  
Task 6:
Due:
What:
Why:
Notes:
Critical matters: 
Task 7:
Due:
What:
Why:
Notes:
Critical matters:
Task 8:
Due:
What:
Why:
Notes:
Critical matters:
Task 9:
Due:
What:
Why:
Notes:
Critical matters:
Task 10:
Due:
What:
Why:
Notes:
Critical matters:
Task 11:
Due:
What:
Why:
Notes:
Critical matters:   
Task 12:
Due:
What:
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Critical matters:  
Task 13:
Due:
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Critical matters:
Task 14:
Due:
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Task 15:
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Task 16:
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Task 17:
Due:
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Task 18:
Due:
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Critical matters:
Task 19:
Due:
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Task 20:
Due:
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Task 21:
Due:
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Task 22:
Due:
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Task 23:
Due:
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Task 24:
Due:
What:
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Notes:
Critical matters:
Task 25:
Due:
What:
Why:
Notes:
Critical matters:
 

 

 


  
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How to Tips


Quickstart Guide:
  1. There are a variety of options available to manage online meetings. We support:
    1. Facilitated online meetings where notes and minutes display on the meeting wall on the screen of your PC or iPad, Tablet or phone.
    2. Online meeting pack content for face to face off line meetings.
    3. Survey rooms for the gathering of opinions by way of online survey forms.
    4. In that a meeting may be called for many reasons so to our system may be used for many purposes including:
      1. Corporate Board Meetings
      2. Corporate operations meetings.
      3. Inter-school teacher conferencing.
      4. Q&A meetings for thousands of attendees.
      5. Online e-Learning classroom lessons that may be live or off-line.
      6. etc
  2. As a quick start guide you may be invited to join an online video or audio conference call.
    1. The choice of online conferencing sytem is yours and it operates independently of our meetings communicator.
    2. We support the online conference by offering a back office function for a meeting administrator to capture nates and minutes for display on the meeting wall that you are now reading.
    3. We also support online text messaging options as follows:
      1. Off the record
        1. The Dashborad offers a chatbox where you can offer comments that are open for all with authorised access to this meeting room to see.
          1. Chatbox comments are immediately posted in the chatbox.
          2. Chatbox comments may be from a registered username that you register above or
          3. If you do not register a username, your comments will be presented in the chatbox as being from an anonymous source.
          4. They are off the record in that they are not automatically available as a download that can be saved.
          5. The Meeting Admin or the meeting members may make a separate record of your chatbox comments.
        2. The Private messenger.
          1. Private messages are immediately posted in the receivers private message box.
          2. Private messages are private!
          3. They are not available to anyone else.
          4. No administrator has access to them and they are private to the sender and receiver.
      2. On the record
        1. Comments.
          1. All comments may be suppressed until approved if the Site Administrator has activated this setup option.
          2. If approval is not required, then all comments are immediately available.
          3. All comments are on the record in that they are available to all with authorised access to the meeting room.
          4. The Site Administrator can download a file that may be included with the records of the meeting.
Tips on effective meeting procedures:
  1. Introduction to Robert's Rules of Order : Parliamentry Procedure is recommended for Video Conferenced Meetings.
Video Conferencing options:
There are a variety of options;
  1. Skype works well for small numbers of people.
    1. You can share a group call with up to 25 people (24 plus yourself) if they are registered Skype users. It's completely free.
    2. Skype is available for smart phones and for PCs. To get Skype Click Here.
  2. For larger numbers of people we recommend FreeConferenceCall.Com
    1. Why? 
      1. It's free and it works!
      2. Recording with playback.
      3. Manage from a Meeting Wall. 
      4. Integrate with Google Calendar & Outlook.
      5. Audio Keyword Search.
      6. Screen Sharing.
      7. Up to 1,000 participants.
    2. Find it in the App Store for iPhones & iPads and in the Play Store for Android Phones and Tablets.

Meeting Documentation & Format:

 

  1. The Meeting Document Pack, Links and Presentation Material
    1. Links
      1. The links, if setup, appear at the top of the page as pictured in the above example. Each link may have sub-links and there is no limot to the number of links or sub-links.
        1. Links could be to powerpoint or word documents that are presented as flipbooks in horizontal or vertical page formats.
        2. They could link to image galleries or to video galleries, pricing calculator pages.
        3. Libraries of feedback reports, product or service showcases or to online eCommerce stores, auction pages or to downloadable digital document delivery pages the full list of available content managers is huge. It is in this aspect that we pride ourselves of being a step ahead. Document presentation is critical to decision making as it gets to the heart of matters, fast.
    2. Page panel sliders
      1. Two panel sliders are availabe to the Site Admin to present content.
      2. The first is a vertical slider and the second is a vertical and horizontal slider.
      3. The content is viewed within fixed panels by scrolling the content with the sliders. This allows support material to be positioned on your screen so as to be visible during deliberations on that matter.
  2. Social Media
    1. Meetings open to the public are able to be shared on Facebook and on Twitter.
    2. Tapping the Share button will place a link on your page and share it with your friends or connections on Facebook or Linkedin.
    3. The Twitter Archive shows the history of Tweets.
    4. These plug-ins and feeds enable content to go viral.
  3. Draft Minutes and Meeting Notes
    1. There is a back office to this online meeting that is managed by a Meeting Administrator who may or may not release draft minutes for download.
      1. Meeting Notes and Minutes are typed by a meeting administrator who has acces to an administration panel to activate and deactivate functionality.
      2. The minutes are presented on a wall in the meeting room that takes the form of your phone, iPad, Tablet or PC screen.
      3. The Meeting Administrator will notify you when to refresh your screen to see what has been noted or written up into a suite of four pages that the Meeting Admin manages.
  4. Private Messenger
    1. Clicking on the Private Messenger Button will pop up a chat box.
    2. If you are registered (you do this by selecting the button to do so) and have entered a username then you can address private messages to others that are registered.
    3. You cannot receive private messages unless you have registered a username.
    4. If you send private messages without being registered then your messages will be sent from an anonymous source.
    5. You can send the Meeting Admin who is managing the meeting wall in the back office private messages.
    6. NOBODY has acess to your private messages.
    7. Other than the sender and the receiver the private messages are private. Admin has no access to them.
  5. Dashboad
    1. If you activate your Dashboard then a chat box will open.
    2. This is a running text chat that will show your comments and your username.
    3. If you have not registered then your chat will be from an anonymous source.
  6. Instagram, Facebook and Twitter Image Galleries.
    1. If setup, these radio buttons will open these image galleries.
    2. They may be used where managers take and load images of factory machinery, products in the market place, etc, for discussion in the meeting.
  7. Voting Options
    1. During a meeting you may wish to canvass opinion and you can do so my creating a text or image poll to a question with optional text or image answer options.
    2. There is no limit to the number of optional answers.
    3. Before adding a poll please take a note of the sequence numbers of poll questions that are already loaded.
  8. Multiple Question Poll Surveys.
    1. You may wish to canvass opinion by way of a multiple question survey.
    2. As an example your survey may have 50 questions where each question has multiple optional answers.
    3. You can create a poll survey by entering the questions in your survey in a strict cronological sequence order.
    4. In this case when a person has opened and has submitted an answer to a question numbered say, no. 100 then, once an answer is submitted, the next question will pop-up and this will continue until there is a break in the sequence number series.
  9. Meeting Room Presentations and Reports Presented by Members
    1. These are accomodated by way of the member adding attachments which may be downloaded by others.
  10. Comments
    1. Unlike Private Messages the comments made are on the record.
    2. You may be required to register to comment and your comments will be able to be exported by the Site Admin toi be saved with the minutes.
    3. The site admin may also require that comments need to be approved before they are shown in the meeting room.
  11. Follow / Unfollow
    1. You may select the option to follow a meeting and if you do this then you will be sent an e-mail when comments are added to a meeting.
    2. You will not be sent an e-mail if the Meeting Admin records notes or makes minutes from comments, audio and chat box discussions.
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