Scheduling and Tracking Meetings

Scheduling and Tracking Meetings

Meetings. We all have them, and it takes a lot of effort to orchestrate the scheduling, preparation, hosting, and follow-up. This best practice article will take you through the most efficient way of knowing who has been scheduled for a meeting and logging meeting notes once the meeting has been held.


To ask or remind someone to schedule the meeting, an Action should be entered and assigned. To do this:

  1. Add an Action.
  2. Select a Type based on how you will communicate to schedule the meeting (Phone, Email, etc.).
  3. Assign the Action to the employee responsible for scheduling the meeting.

The Action could look like this:

Tip: If you would like to automate your meeting scheduling, you can use the Meeting Monitor, Client Service Monitor, or Recurring Actions.

The Meeting Is Scheduled

  1. Add an Action.
  2. Set the Type of this Action to Meeting.
  3. Assign the Action to the employee who is facilitating the meeting.
  4. Note the details of the meeting (time, location, attendees, etc.) in the Notes box.
  5. Mark additional attendees as FYI on the Action.
  6. Set the Due Date of the Action to the date of the meeting.
  7. If you have Calendar integration enabled, you can Create an Appointment from the Action to keep yourself further in the loop.

The Action could look like this:

Create Workflow Templates for meeting-related Actions (Scheduling a Meeting, Meeting Scheduled) to help ensure these best practices are followed consistently when working through this process.

Logging Meeting Notes

After the meeting has been held, the meeting notes should be entered in the meeting Action. To do this:

  1. Edit the pending meeting Action.
  2. Log the meeting notes in the Notes box.
  3. Add an Action Tag of mtg-notes.
  4. Mark the Action Complete.
  5. Set the Completion Date to the date of the meeting.
Tip: For more detail on handling the meeting process, check out our class Three Ways to Manage Your Meeting Process on our Class Recordings page.
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