Understand how iMeets improves meeting organization

Whoever has the organization of meetings as part of the daily routine knows that this task involves many steps, which are often not automated.

In addition, each step takes place in a different tool, such as TEAMs, Word, Excel, Agenda, and so on.

In this sense, using specific software for this management is a necessary innovation. In this way, there is a gain in efficiency, organization, and even measurement data. After all, these items are critical for any company these days.

What are the manager’s roles in organizing meetings and how are they usually performed?

Each team manager has his or her time and meeting management method. But a common feeling is the feeling that we are attending too many meetings and not “in fact working”.

However, our view of the meetings must be different. Because efficient meetings, with information sharing, the definition of strategies, and action plans, are a big part of the work. That is why they are fundamental for all deliveries and results to be carried out.

Below is a suggestion of meetings for efficient team management:

• Team monitoring: Weekly meeting, with general and relevant content for everyone;
• Individual follow-up: With each team member, individually understand how they will organize their week’s activities. In addition, understand possible obstacles and relevance of meetings, for example, some meetings that could become an email;
• Encourage autonomy: The participant of your team must have autonomy in the agenda to carry out their activities in the way that is best organized. The manager is a point of support and advice;
• Structure: Establishing a structure and model of minutes for meetings is essential for efficient time management. Having feedback from participants in recurring meetings on structure and minutes makes the meeting more relevant and productive.

Thus, in each meeting there are several activities to be followed, such as: registering the date, place and time, inviting the participants, mentioning the topic of the subject that will be discussed, putting together an action plan, sending the meeting minutes to the respective people and much more.

Consequently, in the day-to-day life of companies, we end up doing each step in a separate tool. And often the history is lost and there is no measurement and efficiency in the process.

Therefore, to ensure the best performance, it is ideal to use software specialized in meeting management, such as iMeets.

How can iMeets help you innovate meeting management?

iMeets is part of the iPrimum tool that includes several features for greater efficiency for your company. It is a module for managing meetings, meeting minutes, and actions generated from them.

The entire tool is structured in a very intuitive way, so there is no need to hire specialized labor. Thus, the instructions in the manual are enough for the entire company to use the tool.

This module is separated into two initial parts:

• Minutes of the meeting;
• Meeting actions.

Meeting Minutes

In the module “Meeting minutes”, we have several features, among them:

• Meeting creation;
• Identification of participants;
• Definition of the type of meeting;
• Identification of the company to be worked on;
• Board identification;
• Management identification;
• Coordination identification;
• Identification of the area to be worked on;
• Meeting location;
• Definition of responsible person per meeting.

Even all the fields being available for better management of the meetings, only four are mandatory, below there is a list of them:

• Identification of participants;
• Board identification;
• Management identification;
• Meeting location.

As participants, both people participating in the meeting and those mentioned in the project can be selected. In addition, everyone added to the meeting will receive an email with details and reports regarding the topic.

In addition to employees of the company itself, many meetings are also attended by service providers from other companies. That way, even those who are not your own employees, can be added to receive all the information regarding the meeting content.

It is also possible to provide a detailed or summarized description of the matters discussed at the meeting.

Additionally, in the brief description, there is a space to write a text in a simple way, aimed at identifying general points of the meeting.

On the other hand, in the detailed description, it is possible to describe the subjects separated by each type of meeting, which are, for example:

• Safety;
• Environment;
• Production;
• Quality;
• Cost;
• Subjects on the agenda.

This form of organization and availability of subjects in the templates of the types of meetings are flexible, indeed is possible to create personalized templates depending on each minute meeting.

It is also worth noting that at the end all data described in the tool will be saved, regardless of whether it is summarized or detailed.

Meeting action plan

Another fundamental aspect of the meetings is the definition of an action plan with clear next steps. Therefore, in iMeets, it is possible to add actions at the end of each meeting.

Containing information of the name of the action, description, and responsible for the execution of the task. They are separated by status and responsible for the action.

Then, to register the completion of an action, the employee must select the action he wants to act on, being able to add items and/or complete the action performed. With this, it is possible to view the new status of the action as “Completed”.

So, with all these features, it is no longer necessary to have each part of the process in a different process tool.

On the contrary, all activities are centralized, providing organization, efficiency, history control, and process optimization.

A tool that brings innovation to meeting management!

What else does iPrimum have to offer?

iMeets is one of the tools of the iPrimum tool, but the complete tool can bring even more efficiency to your company.

iPrimum contains several integrated software aimed at promoting continuous industrial improvement. With that, moving towards an increasingly 4.0 industry.

The tool contains the following features:

1. Executive Dashboard: Monitoring of the main KPIs in configurable and flexible cash management panels.
2. iProduction: Registration, monitoring, and control of the main problems and deviations that impact production losses in your industrial process.
3. iForces: Monitoring changes in automatic/manual control of equipment in the industrial area.
4. iMeets: Record, follow-up, and control meeting minutes and their actions in a simple and friendly way.
5. iProcess: Monitoring of the main control and verification of variables in an integrated way with your industrial systems.
6. iFailures: Conducting analysis and dealing with critical problems from a PDCA cycle guided step by step.
7. iOmnia: Prediction of critical process variables, through artificial intelligence.
8. iSafety: Registration, investigation, and communication of accidents and near-accidents for the areas involved.
9. iRoutes: Anticipation of failures with preventive maintenance.
10. iReliability: Control of performance indicators integrated with BI dashboards.

Thus, with all these features, it is possible to see that iPrimum will take your company more and more towards the pillars of Industry 4.0.

Consequently, achieving greater efficiency, control, and management of your company, making it increasingly competitive. Visit the IndustriALL website (IndustriALL | Industrial Management Platform) for more information and access to simplified screens that will improve your management!