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Link & List Communicators
Board Pack Communicators
Virtual Meeting Rooms
Enterprise Knowledge Management
Hosting The VMR
Hosting the Virtual Meeting Room
There are ten steps to hosting your first meeting. Step 8 to 10 Are:
8. Appoint and provide login details to the Meetings Administrators to take the Meeting Minutes.
9. Host the Meeting. Our meeting wall is also unique as it allows you to have scroll box windows open on up to six meeting minute pages at once with on and off record chat, optional social media integration, draft minute downloads, presentation sharing and opinion polling.
10. Manage Comments, Comment Followers, Voting Detail and finalise the Draft Minutes.
Off the Record Chat
An off the record Dashboard Chatbox is available to meeting attendees without meeting registration. As an unregistered participant, comments are shown from an unidentified source. Registering a "username" and "password" will attribute chatbox comments to your username, and it allows others to send you off the record private messages to your username. The Dashboard chatbox can be e-mailed to yourself or others so as to gather diverse opinions. The terms of use of the Dashboard will need to be agreed upon. The Dashboard option, like all other options, will not show if it is not activated. The Meeting Administrator can require that committee members log in to use the Dashboard.
You may wish to send notes to yourself by way of the private messenger. Private messages are displayed next to the Meeting Administration row that is highlighted by a light blue background.
Private and chat box, off the record chat, is not recorded. There is no schedule that details your login particulars. If you lose your password, then you must create a new one. The site administrator does not have access to private messages.
To login for Dashboard off the record chat: First time users must register. Select the option highlighted below in bright blue. This will open the panel below with the Register heading. Register a Username and Password. Be sure to make a note of it as it cannot be retrieved. Private messaging is private.
On the Record Comments
Company law and meeting protocols may call for on the record comments. On the record, comments are available to the site administrator for review and download. These comments are also displayed in the meeting room and also, participants may elect to "follow" the meeting, and if "followed" they will receive e-mail notification when formal comments are posted.
Registration
Formal site level registration with a verified e-mail address is needed (See above right). You need to register and log in at a site level for on record comment participation. Site and meeting level registration and login are independent. Meeting login is for off the record chat and for private messages and is done in the meeting room. You only need register at the meeting site level once and you can then follow multiple meetings that you are invited to. Meeting Registration too needs only to be done once, but it is meeting specific.You will find the above Login on the Home Page of your Meetings Site.
Minute Taking
The Meeting Administrator takes notes and the minutes in an administration panel that opens when the Meeting Administrator logs in. This Admin Panel is not visible to meeting participants.
The Meeting Administrator can activate the option to require committee members to login to be able to send Dashboard Chat Messages and Private Messages. With the default at Inactive secret ballots are enabled. The Meeting Administrator can also activate the option to download the minutes provided the Site Administrator has activated this option. If the Site Administrator has not activated minute downloads then the option be available to the Meeting Administrator. There are four Meeting Admin Minute Windows and two Site Admin Presentation Windows. Any window not activated is not displayed. The Meeting Windows are activated by entering a page name in the title field " See MEETING PACK SECURITY above." The minutes are converted to PFDF format for downloading. Small images can be uploaded to the PDF Editor as separate files but these are best added as attachments in the meeting room.
Meeting Documentation Page Window Templates
Page templates save time in setting up decision, action plan, etc. page table layouts. The minute taker can select page layouts from a drop down list, and the Site Administrator can include custom page layouts for use by the Meeting Administrator. The following images show the selection of the templates used. Once selected they appear in the CKEditor. If the Source button is selected the code can be copied and pasted to any page. Following the two images below is a slide that shows these page windows as they are seen by members of the committee.
Meeting Documentation Page Windows
There is a max of six, page windows with vertical content sliders. You can position a paragraph so as to be visible together with other windows, e.g., an explanatory note, the agenda item, the decision and the action plan for an item can be positioned for simultaneous visibility. Click the READ MORE option below a window and that window will pop up to offer more content within a larger slider.
The first two windows are for the review of meeting presentation content that the Site Administrator can load and activate. These two presentation windows do not form part of the meeting minutes.
The next four page windows are loaded by the Meeting Administrator or Minute Taker. The Site Administrator registers a Meeting Administrator. Typically these windows will be used as follows:
Site Admin Presentation Window 1
Meeting Members and their Contact Details, Site and Meeting Admin details, Designated person whose responsibility it is to ensure that the meeting member is comfortable with the virtual meeting room system and it's enablers, Meeting Pack Document Version Control and Meeting Ground Rules.
Site Admin Presentation Window 2
The Objectives for the meeting and possible solutions that have been identified.
Meeting Admin Minute Window 1
Matters added to the Agenda under "General" at the start of the meeting.
Notes on Parked Items or Items Referred to a Sub-Committee
Where available the notes should include detail re What, Where, When, Why, Who and How
Meeting Admin Minute Window 2
The Agenda with Time Allocations
Meeting Admin Minute Window 3
The Decisions Taken
Meeting Admin Minute Window 4
The Action and Feedback Plan
Minutes
If the option is activated by the Site Administrator, the Meeting Administrator can activate the option to download draft minutes.
The draft minutes download is an unformatted pdf document that is designed for text only. Images may be included but are best added as attachments.
How do we support effective and productive meetings?
We offer support to the Chairperson, Facilitator, Time Keeper, Minute Taker and the Meeting Members.
The Chairperson is akin to a referee who manages the meeting during the "scrum down" as well as during deliberations pre and post meeting (on and off the field). He will allow new matters onto the field ( under General), or he will refer these matters to a sub-committee or a future meeting. He should in advance, call for members to prepare presentations. His job is to manage personalities, intervene and keep the meeting on track. Scope creep must be identified, and out of scope matters must be referred to a sub-committee or the next meeting. The Chairman should engage, probe, ask questions so as to encourage contributions and inspire thought. He may also solicit contributions from members by sending private messages, and he may invite specialists to make presentations.
The Facilitator should draft Opinion Polls and Dashboard Chat Questions. Using these features will save time as all can simultaneously offer chatbox opinions or they can vote on the poll surveys. The primary role of the facilitator is to ensure inclusiveness and to summarise so that there is clarity on each agenda item.
The Time Keeper must nudge the meeting along a timeline so as to allow time to discuss, decide and draft an action plan.
The Minute Taker records comments and takes minutes with a focus on what, not who, covering key ideas, decisions and action plans. The minute taker can, at the instance of the Chairperson, release the draft minutes at the conclusion of an agenda item, at the end of the meeting or after they are approved.
Meeting members must participate without trying to dominate. They will have been appointed for their skills or because they can represent the views of a stakeholder group. They must participate in chat box opinion surveys and poll surveys or vote on text or image proposals so as to find the solutions needed.
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