Method Instructions

The Excel that you have produced covers your meeting guidelines, now you can save it anywhere you want, and run all your meetings of this quarter using this file; here are some ideas about how to use your new Excel software.

 

Click to see a step by step screen movie

  • Save your meeting file with a name that indicates the quarter. If you want you can save it on a server, so every member of the meeting can see it, or on your desktop, you can treat this file as any other file as far as locking it etc.
  • Each Q you will need to reproduce your meeting file (this way you can change members if needed, and you make sure you revisit your follow-ups each quarter)
  • When you start a meeting (with or without an overhead projector) click the date sheet at the bottom.
  • Mark the attendance; all or mark each name.
  • Choose from the drop down- who writes the notes for this meeting.
  • Agenda: Write down under the agenda column, the agendas for today's meeting, see if other members have other agendas to add.
    • The agenda should be written in 2-3 words.
    • Future agendas can be added between meetings as well-a member can go to the date sheet, and add the agenda s/he wants to talk about.
    • Make sure to add the new agendas just in the open cells not the yellow cells!
  • By: For each agenda choose from the drop-down menu the name of the meeting member that raised the agenda- s/he should be ready to talk about it.
  • Once all the agendas are collected and written; go to the Yellow agendas (see Yellow follow-ups).
  • Decisions: start your discussion for each agenda, and lead towards a decision, write the decision in the cell, make sure to write succinctly and clearly, preferably, have everyone see the decision text. (TIP- to jump to a new raw in excel- (as Enter in word) you have to use ALT+ENTER to get the same effect).
  • Responsible: Choose from the drop-down list the member who is in charge of making this decision happen. (this field must be filled from the meeting members!)
  • Support: Choose from the drop-down or write a name or names or all for those who are supposed to help the execution of the decision.
  • Follow-up date: Choose from the drop-down list any of the dates of the future meeting dates to follow-up on the decision. (Tip- The date is the date of the team follow-up the due date if needed to be specific  should be written at the decision field, the follow-up date is just to make sure the to have all the team aware if a decision was accomplished ir it need some more attention etc. till it is no longer an issue!!)
  • Finish meeting: Go from one agenda to the next, till you finish the agendas or finish the meeting time.
    •  
      • If you  have agendas that you did not yet talk about – go to the follow-up date to choose next meeting date –to discuss it next meeting.
      • Save meeting: the meeting is over- don’t forget to save the file.
      • Just once you save the file the follow-ups go to their future dates.
      • Remember: you must fill up the agenda in order for it to be followed to the date you marked.
      • Tip- you can save you data at any time during your meeting, but if then you want to change a decision you have to re enter it and delete it from the follow-up date.
  • Follow-ups (yellow): if you have a follow-up that was schedule to this meeting, it will appear as a yellow row- indicating all the information regarding the issue including the decision, the member who was responsible to execute the decision, and the names of the helpers, if they were assigned as support.
    •  
      • Once you have follow-ups you can see that it will also indicate when this decision was taken, and if it was already followed up several times it will indicate each revisit.
      • If you need to continue to follow up the decision- you can add any text to the cell (TIP- to jump to a new raw in excel- (as Enter in word) you have to use ALT+ENTER to get the same effect), then change or not change the responsible person from the drop-down menu, as well as the support (from drop-down or just by writing names; and of-course choose from the drop-down the follow-up meeting date.
  • End or quarter: The final date of the quarter should be the date to be using for all decisions that were not yet done in the Q. Once you start a new Q you restart by following up all open agendas, and rewrite in the new worksheet.
    •  

    • For questions please refer to the support page and/ write to our support.

Screen Shot Screen Shot