Meetings are about getting things done – using a task assignment tool is important. Getting things done means accurately describing the task and assigning that task to the right person. Interestingly enough, many meetings end without address the most important questions: “Who does what? until when?”.
In many cases, tasks are taken down in the meeting notes, and the disciplined members of the meeting will document them during the meeting.
That undefined process leads to many tasks getting lost or be forgotten – at least, until the follow-up meeting when tasks are revisited by the team. The result is a wasted meeting, and more importantly, a task that was not completed on time.
Instead of relying on people reading meeting notes after the meeting, you can assign the tasks directly in the meeting with a deadline! yoyomeeting is a web-based meeting minutes software that can assigns tasks in Outlook during the meeting.
In addition to the meeting summary, where all tasks are listed separately in a table for better reading, tasks are also sent to the responsible person’s inbox.
Being back at their desk, your meeting participants find all their tasks one by one in their email inboxes and transfer them to their favorite task management tool. Since there are trillion ways of how people organize their tasks (MS tasks, Microsoft Planner, Trello, Slack, Wunderlist, as appointment in the calendar … just to name a few), we send assigned tasks as emails in Outlook. That way everyone is free to work with whatever they like. And you are not limited to the Microsoft Office eco-system.
Sometimes in your discussions, you stumble upon issues not directly related to your agenda topic. Sometimes, not even related to your current meeting – but still important enough, anyone should take care of it.
What usually happens is, either people talk about this new issue and get distracted from the goal of your meeting (and run out of time) or the not related issue will just get lost: “We should take care of this” – but who exactly and until when? Nobody knows!?!
With yoyomeeting, you can assign these tasks in addition to the meeting protocol to someone responsible. This “side issue” is then parked on the “parking lot”, will be taken care of – and you are ready to re-focus on the current topic, getting things done!