Managing Meetings

Meetings are central to steering group governance. This guide covers the full meeting lifecycle.

Meeting Lifecycle

Meetings progress through these statuses:

Status	Description
Draft	Being planned, not yet scheduled
Scheduled	Date set, upcoming
In Progress	Currently happening
Completed	Finished
Cancelled	Will not take place

Creating a Meeting

1. Open the Steering Group

   Navigate to the steering group where you want to create a meeting.

2. Go to Meetings

   Click on “Meetings” in the group navigation.

3. Click “New Meeting”

   Start creating a new meeting.

4. Fill in Meeting Details

   • Title - Meeting name (e.g., “Q1 Review Meeting”)
   • Date & Time - When the meeting will occur
   • Duration - Expected length
   • Location - Physical location or virtual meeting link
   • Description - Purpose and context

5. Add Participants

   Select members who should attend. You can mark attendance as:

   • Required
   • Optional

6. Save the Meeting

   The meeting is now created. Continue to add agenda items.

The Meeting Timeline

StrategiQ displays meetings on a visual timeline showing:

• Past Meetings - Completed meetings with access to notes and decisions
• Current Meeting - Today’s meeting (highlighted)
• Upcoming Meetings - Future scheduled meetings
• Today Marker - Visual indicator of current date

Tip

Use the timeline to quickly navigate between meetings and see the meeting history at a glance.

Before the Meeting

Preparing the Agenda

A good agenda is essential. See Agendas & Templates for details.

Quick checklist:

• Add all discussion items
• Set time allocations for each item
• Link relevant documents
• Review pending actions from previous meetings

Sending Invitations

1. Open the meeting
2. Review the participant list
3. Click “Send Invitations” or share the meeting link
4. Participants receive notifications with meeting details

RSVP Tracking

Track who’s attending:

Response	Meaning
Accepted	Will attend
Declined	Cannot attend
Tentative	May attend
No Response	Hasn’t replied yet

During the Meeting

Taking Notes

Record discussions and outcomes:

1. Open the meeting
2. Navigate to each agenda item
3. Add notes in the notes section
4. Notes are saved automatically

Tips:

• Focus on decisions and action items
• Note who said what for important points
• Capture any follow-up questions

Recording Decisions

When a decision is made:

1. Click “Add Decision”
2. Enter the decision statement
3. Link it to the agenda item
4. Optionally add context or rationale

See Decisions for more.

Creating Actions

When an action item emerges:

1. Click “Add Action”
2. Describe the task
3. Assign to a responsible person
4. Set a due date
5. Link to the agenda item

Actions appear in assignees’ “My Follow-ups”.

After the Meeting

Completing the Meeting

1. Review Notes

   Ensure all important points are captured.

2. Verify Decisions

   Confirm all decisions are recorded with clear wording.

3. Check Actions

   Make sure all action items have owners and due dates.

4. Mark as Completed

   Change the meeting status to “Completed”.

5. Share Minutes

   Export or share the meeting summary with participants.

Sending Follow-ups

After completing a meeting:

1. Generate meeting minutes (summary of notes, decisions, actions)
2. Share with participants
3. Ensure action owners know their responsibilities

Copying Meetings

Create follow-up meetings efficiently:

1. Open a future meeting
2. Click the menu (three dots)
3. Select “Copy Meeting”
4. Adjust the date and title
5. The new meeting includes the agenda structure

Note

Only future meetings can be copied. This prevents accidentally duplicating completed meetings.

Meeting Views

List View

See all meetings in a table format:

• Sortable by date, status, or title
• Quick status indicators
• Filter by date range

Timeline View

Visual chronological display:

• Past, present, and future meetings
• Today marker
• Click to expand meeting details

Calendar View

Monthly calendar showing meetings:

• Navigate by month
• See meetings alongside other events
• Click to open meeting details

Best Practices

Before Meetings

• Send agendas 24-48 hours in advance
• Include relevant documents and context
• Clear time allocations for each item

During Meetings

• Start on time and follow the agenda
• Record decisions in real-time
• Assign clear owners to action items
• End on time

After Meetings

• Send minutes within 24 hours
• Ensure all actions have due dates
• Follow up on pending items before next meeting

Next Steps

• Agendas & Templates - Create effective meeting agendas
• Decisions - Record and track decisions
• Follow-ups - Manage action items from meetings