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Planio Meetings

Use the tracker Meeting in planio for meetings.

Doing this consistently has the advantage that team and client will see the latest state of a meeting, at all times.

As a little bonus, using meetings in planio has the following advantages:

  1. You can directly log time against it

  2. You can use the checklist template for the planio AC

  3. You can add internal team members as watchers, so they are informed of changes

  4. You can prepare the agenda directly in the issue

  5. You can collaborate with team members and external contacts on the agenda

  6. You can write the minutes and send it out to participants after the meeting

  7. The attendees can collaborate on the minutes

  8. You can give an external users access to the meeting for later, using the tracking page

  9. You can easily find past meetings using the planio search functionality

Create a Meeting

  1. in planio, create an issue

  2. Tracker: Meeting

  3. Subject: yyyy-MM-dd description

  4. Parent issue: link to the Order if applicable

  5. Company

  6. Contacts: set the contacts if the meeting is with an external contact

  7. Checklist: select "Meeting" from template

  8. Watchers: add if applicable

planio-meetings-create-meeting.png

NOTE: at this stage, the contact will NOT yet receive an email.

Prepare an Agenda

  1. edit the issue

  2. create an external note

  3. write the agenda, in markdown

  4. log time, if applicable

  5. adjust the status by ticking the checklist items

  6. save the Issue

  7. The contacts will receive an email with the agenda
    planio-meetings-agenda-mail.png

  8. They can then reply to the mail, commenting the agenda, etc.
    planio-meetings-reply.png

  9. They can also access the tracking page by clicking on the link in the email
    planio-meetings-tracking-page.png

Writing the Minutes

  1. edit the issue

  2. create an external note

  3. write a mail and the minutes, in markdown

  4. add a link to a Microsoft Stream recording, if applicable. Make sure the client has access to the recording.

  5. paste screenshots Whiteboard exports, etc. that are relevant and helpful

  6. check the relevant checkbox items

  7. add timelogs
    planio-meetings-minutes.png

  8. Submit

  9. Create follow up tasks and link them to the issue
    planio-meetings-follow-up-tasks.png

Finding Meetings

To find future or past meetings with a client, proceed as follows:

  1. go to Squad 0

  2. click on Issues

  3. select Meetings

  4. open the filters section

  5. enter the clint code

  6. if necessary, add additional filters

  7. click on Apply

planio-meetings-find-meetings.png