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MANAGING	MEETING	MINUTES
Tobias	Schlömer
A	CONCEPT	FOR	A	CONNECTIONS	ADDON
Agenda
1. Company	&	Status	
2. Meetings	&	Content	
3. Content	types	&	Tools	
4. Requirements	&	Options	
5. Outlook
Local	Level
1.	Company	&	Status	
Landesbank	Vorarlberg
Zentralbank
20+	independent	local	banks,	

90+	offices,	1.200+	empl...
1.	Company	&	Status	
Testing	connections	
since	late	2013
Local	installation

since	early	2014
Select	projects	

since	mid...
2.	Meetings	&	Content
Source:	Will	Bryant	@	www.buyolympia.com
2.	Meetings	&	Content
• gather	
• distribute	
• discuss	
• create	
• …
Information Tasks Decisions
• assign	
• work	on	
• ...
3.	Content	types	&	Tools
• gather	
• distribute	
• discuss	
• create	
• …
Information Tasks Decisions
• assign	
• work	on	...
3.	Content	types	&	Tools
Decisions	should	be	handled	like	„information“	
they	should:	
• be	shared	
• be	distributed	
• be...
4.	Requirements	&	Options
Goals	for	managing	meeting	minutes:	
• List	of	meetings	
• Unified	interface	&	on-board	tools	
•...
4.	Requirements	&	Options
Option	1	-	Use	activities	as	a	shortcut:	
‣ Activity	=	Meeting	(e.g.	weekly	team-meeting)	
‣ Sec...
4.	Requirements	&	Options
Option	2	-	Separation	of	content	by	type:
Information	

&	Decisions
Tasks
Documents
Community	
A...
Community	
Overview	
News	
Status	
Members	
Activities	
Files	
Wiki	
Meetings		Meetings
4.	Requirements	&	Options
Option	2...
Community	
Overview	
News	
Status	
Members	
Activities	
Files	
Wiki	
Meetings
4.	Requirements	&	Options
Option	2	-	Separat...
4.	Requirements	&	Options
Option	3	-	Distribution	of	content:
Community	
A	Wiki,	Activities,	Files
Community	
B	Wiki,	Acti...
Community	
Overview	
News	
Status	
Members	
Activities	
Files	
Wiki	
Meetings
4.	Requirements	&	Options
Option	3	-	Distrib...
4.	Requirements	&	Options
Goals	for	managing	meeting	minutes:	
✓ List	of	meetings	
✓ Unified	interface	&	on-board	tools	
✓...
5.	Outlook
✓ Concept	is	written	and	reviewed	
✓ Offers	have	been	made	
๏ Review	options	
๏ Find	other	users	&	use	cases	
๏...
That’s	it!	
If	you	are	interested	you	can	

contact	me	and	connect	

via	LinkedIn	or	Xing
PLATINUM	&	CHAMPAGNE	SPONSORS
GOLD	SPONSORS
SILVER	SPONSORS
BRONZE	SPONSORS
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Managing Meeting Minutes – A concept for a Connections addon Slide 1 Managing Meeting Minutes – A concept for a Connections addon Slide 2 Managing Meeting Minutes – A concept for a Connections addon Slide 3 Managing Meeting Minutes – A concept for a Connections addon Slide 4 Managing Meeting Minutes – A concept for a Connections addon Slide 5 Managing Meeting Minutes – A concept for a Connections addon Slide 6 Managing Meeting Minutes – A concept for a Connections addon Slide 7 Managing Meeting Minutes – A concept for a Connections addon Slide 8 Managing Meeting Minutes – A concept for a Connections addon Slide 9 Managing Meeting Minutes – A concept for a Connections addon Slide 10 Managing Meeting Minutes – A concept for a Connections addon Slide 11 Managing Meeting Minutes – A concept for a Connections addon Slide 12 Managing Meeting Minutes – A concept for a Connections addon Slide 13 Managing Meeting Minutes – A concept for a Connections addon Slide 14 Managing Meeting Minutes – A concept for a Connections addon Slide 15 Managing Meeting Minutes – A concept for a Connections addon Slide 16 Managing Meeting Minutes – A concept for a Connections addon Slide 17 Managing Meeting Minutes – A concept for a Connections addon Slide 18 Managing Meeting Minutes – A concept for a Connections addon Slide 19
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Meetings and how to manage the meeting minutes are a recurring topic in many organizations. How can an organization share the essential information, decision, task or document with all those who need to know, while keeping the transcript of the meeting in one place and some parts of it locked.
As it happens, one of the first use cases that we tested when trying out Connections, was managing information and tasks from and within meetings. We soon realized that we need to keep many meetings out of Connections until a few requirements are met.
In this session we will discuss the requirements of sharing information in an organization that is – by law and tradition – rather focused on security and not sharing information. Different types of meetings and different resulting types of data will be analyzed. A concept for creating meeting minutes and distributing them over several communities will be presented.
This session is meant to be a conversation starter.

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Managing Meeting Minutes – A concept for a Connections addon

  1. 1. MANAGING MEETING MINUTES Tobias Schlömer A CONCEPT FOR A CONNECTIONS ADDON
  2. 2. Agenda 1. Company & Status 2. Meetings & Content 3. Content types & Tools 4. Requirements & Options 5. Outlook
  3. 3. Local Level 1. Company & Status Landesbank Vorarlberg Zentralbank 20+ independent local banks, 
 90+ offices, 1.200+ employees National Level Regional Level Ownership IT Services
  4. 4. 1. Company & Status Testing connections since late 2013 Local installation
 since early 2014 Select projects 
 since mid 2014 Regular use cases
 since early 2015 Decision to replace old Information Management System with C5.x and XCC
  5. 5. 2. Meetings & Content Source: Will Bryant @ www.buyolympia.com
  6. 6. 2. Meetings & Content • gather • distribute • discuss • create • … Information Tasks Decisions • assign • work on • follow up • verify results • … • prepare • make • review • … Connections provides a lot of tools for this!
  7. 7. 3. Content types & Tools • gather • distribute • discuss • create • … Information Tasks Decisions • assign • work on • follow up • verify results • … • prepare • make • review • … ‣Wiki ‣Activities ‣???
  8. 8. 3. Content types & Tools Decisions should be handled like „information“ they should: • be shared • be distributed • be recommended • be followed • be discussed • have versions (!) ‣Wiki
  9. 9. 4. Requirements & Options Goals for managing meeting minutes: • List of meetings • Unified interface & on-board tools • Connected to communities • 3 primary content types: • Discuss information • Assign tasks • Make decisions • Let others know!
  10. 10. 4. Requirements & Options Option 1 - Use activities as a shortcut: ‣ Activity = Meeting (e.g. weekly team-meeting) ‣ Section = Meeting date ‣ Entry = Information or Decision (linked?) ‣ Task = ToDo
  11. 11. 4. Requirements & Options Option 2 - Separation of content by type: Information 
 & Decisions Tasks Documents Community A Wiki, Activities, Files
  12. 12. Community Overview News Status Members Activities Files Wiki Meetings Meetings 4. Requirements & Options Option 2 - Separation of content by type: List of meetings (Wiki)
  13. 13. Community Overview News Status Members Activities Files Wiki Meetings 4. Requirements & Options Option 2 - Separation of content by type: Meeting minutes
 (Wiki) Tasks
 (Activities) Attachments
 (Files) Meeting name Participants
 (Members) Meeting date
  14. 14. 4. Requirements & Options Option 3 - Distribution of content: Community A Wiki, Activities, Files Community B Wiki, Activities, Files Information 
 & Decisions Tasks Documents Part 1 Part 2 Information 
 & Decisions Tasks Documents
  15. 15. Community Overview News Status Members Activities Files Wiki Meetings 4. Requirements & Options Option 3 - Distribution of content: Part 1
 (Wiki) Tasks
 (just a view) Attachments
 (just a view) Meeting name Participants
 (Members) Meeting date + Task (Activities) + Attachment (Files) + Tag Part 2
 (Wiki) + Task (Activities) + Attachment (Files) + Tag
  16. 16. 4. Requirements & Options Goals for managing meeting minutes: ✓ List of meetings ✓ Unified interface & on-board tools ✓ Connected to communities ✓ 3 primary content types: ✓Discuss information ✓Assign tasks ✓Make decisions ✓ Let others know!
  17. 17. 5. Outlook ✓ Concept is written and reviewed ✓ Offers have been made ๏ Review options ๏ Find other users & use cases ๏ Make a decision ๏ Get started on development ๏ …
  18. 18. That’s it! If you are interested you can 
 contact me and connect 
 via LinkedIn or Xing
  19. 19. PLATINUM & CHAMPAGNE SPONSORS GOLD SPONSORS SILVER SPONSORS BRONZE SPONSORS

Meetings and how to manage the meeting minutes are a recurring topic in many organizations. How can an organization share the essential information, decision, task or document with all those who need to know, while keeping the transcript of the meeting in one place and some parts of it locked. As it happens, one of the first use cases that we tested when trying out Connections, was managing information and tasks from and within meetings. We soon realized that we need to keep many meetings out of Connections until a few requirements are met. In this session we will discuss the requirements of sharing information in an organization that is – by law and tradition – rather focused on security and not sharing information. Different types of meetings and different resulting types of data will be analyzed. A concept for creating meeting minutes and distributing them over several communities will be presented. This session is meant to be a conversation starter.

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