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How to Take Meeting Notes

WebCapture

WebCapture is the single most powerful intuitive interface for capturing every piece of information exchanged in your meetings as the happen. Unlike technologies that let you share screens like web conferencing, WebCapture empowers you to manage your meeting participants, agendas, decisions, meeting files, and to easily take notes and assign action items on the fly… all in one easy to us application.

Accessing WebCapture is seamless. Whether you are preparing for a meeting, or taking notes when a meeting starts, you access WebCapture by selecting which meeting you would like to interact with. In the upper right-hand corner of the meeting details, you will see an option that reads “Take Notes.”

Opening the meeting will allow you to prepare and collaborate for the meeting before it starts. You can do things like assign action items, populate the notes, upload files and more. When you have finished, simply hit “Save” in the upper right hand corner of WebCapture and it will save all information you have just added to the meeting. When it comes time for the meeting to start, select “Edit Notes” on the meeting details page, and WebCapture will open with all of the information you have previously added. From there you can build on the meeting information you have already prepared.

If you have not opened the meeting and would like to start taking notes for the meeting, select “start meeting” instead of “open meeting” and WebCapture will open for you to populate. You will see a timer start in the upper panel of the application to document the meeting time. You can pause and save the meeting without having to close WebCapture.

When the meeting is finished, select “End Meeting” in the upper right-hand corner of WebCapture and you will be prompted to either send out the meeting summary, or to save and close the meeting.

Meeting Summary

After your meetings end, publish your captured meeting information and send a highly stylized email summary in just a few clicks! Ensure that everyone who needs your meeting minutes summaries gets them in a highly consumable format just seconds after the meeting is finished. To do this simply hit end meeting and then select the option to simply publish meeting information via email.

 The participants of the meeting will instantly receive a post summary email of all the meeting information you have just recorded. This includes action items, decisions, files, meeting notes, and participants, as well as what team/project the meeting was a part of, time and date of the meeting, the goal and description.

It not only gets sent out to all participants, but also saves to the dashboard for all participants to interact with. There, they can do things like upload a file, complete an action item, comment on the meeting and more. Keeping you and your team engaged and collaborating for all of the meeting life cycle.

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How to Schedule a Meeting

There are multiple ways to schedule Meetings. These are some areas that allow you to create a Meeting

  • News Feed’s “Meetings” window
  • Meetings tab at the top of the MeetingSense website
  • Outlook toolbar

When you do find a way to create a Meeting, you will be shown a Meetings window with 5 tabs of information input.

  • “Details”: The only information that you will HAVE to enter is subject, time, and participants. Other fields of input include location and description
  • “Agenda”: Here you can set the goal of the meeting. It also lets you create templates for cases of reoccurring meetings.
  • “Project”: This is where you can tie your Meeting to a Project that you have access to.
  • “Conferencing”: Here you can choose a method of communication or create a new one.
  • “Files”: Upload any files that you might need during the meeting.
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Meeting Participants

Meeting Participants will be given all Meeting information but will not be able to edit any Meeting information. Every Meeting Participant will have the ability to take and publish thier own Meeting Notes.

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Meeting Organizers

Those who schedule Meetings are automatically made Meeting Organizers. Meeting Organizers have the ability to edit the Meeting. That includes changing the time, the Participants, location, etc.

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MeetingSense Meetings

MeetingSense Meetings are digital ‘records’ of all of the information captured and published for a scheduled and/or captured Meeting on your MeetingSense Dashboard.

These Meeting records provide anytime access to all of the information captured in MeetingSense. These records can include all of the following elements (if they were captured)

  • Participants and organizer(s)
  • Details (meeting subject, location, day/time, goal, project and team inclusion)
  • Conferencing details – including links to web conferences
  • Meeting description
  • Agenda
  • Notes – Access to multiple notes if participants also published public notes
  • Decisions
  • Action Items
  • Files
  • Each meeting also has a meeting-specific Newsfeed to see exactly what has happened to this meeting over time.

Meeting records can be accessed on your Dashboard’s home page or project meetings lists, or can be found on the Meetings page. You can utilize Meeting sort, filter, and search capabilities to easily find the Meeting(s) you are looking for at that time.