Meeting Management Software: Agendas, Minutes and Action Items
Run effective meetings with your clients and partners. Use a clear agenda, discuss and resolve key points, record decisions made and keep track of outstanding items.
Weenvo’s meeting management software plans the agenda, records the minutes and lets the team create tasks with owners and deadlines from agenda items, in the same system as the team’s projects, documents and timesheets. Nothing is copied from a notes app into a task tool afterwards: the agenda item, the decision and any task created from it stay linked. For managers who run team meetings, client calls and management reviews and want them to end with work assigned, not notes.
Functionality
The solution helps you plan, run and follow up meetings without a separate note-taking tool
- Create a meeting in the calendar with date, time, place, participants and their roles
- Build the agenda from items with owners, priorities and statuses
- Record questions and decisions under each agenda item during the meeting
- Create a task with an owner and a deadline from an agenda item, in the same system
- Move unresolved items to another meeting with Move to Meeting, or create a new meeting from them
- Mark required attendees; participants accept, decline or tentatively accept
- Generate the minutes and e-mail them to participants when the meeting ends
- Log the time spent in the meeting to the timesheet
Meeting Management
Keep all meeting information in one place
A meeting is created in the calendar and appears in every participant’s calendar with the date, time, place and agenda. The person who prepares the meeting adds the agenda items in advance, so participants read them before the meeting instead of hearing them for the first time in it. Everything the meeting produces, from the decisions to the attached files, stays with the meeting record and can be found by date, project or participant.
Meeting Agenda
Add detail to every discussion point
An agenda item is created by the organiser or by the person who owns the topic, with a priority, a status and the questions to be discussed. During the meeting the decision is typed under the item. If an item is not resolved, select it and use Move to Meeting to move it to an existing meeting, or create a new meeting and the selected items are attached to it; the item keeps its history rather than being retyped. The agenda is the minutes in progress: by the end of the meeting the record already exists.
Meeting Participants
Invite attendees and assign roles
Participants are invited from the company’s user list and get a role: organiser, required attendee, optional attendee. Required attendees are marked, and each person accepts, declines or tentatively accepts the invitation from their calendar. Each agenda item has its own owner, who attaches files and answers comments on it before and after the meeting.
Task Management
View all meeting-related tasks in one place
When a decision needs doing, a task with an owner and a deadline is created from the agenda item and stays linked to it. The Meeting Agendas application lists every agenda item across meetings, filtered by owner, project, type or priority, and shows which are completed and which are still open. A manager checks what was agreed last month and whether it happened without opening the minutes of each meeting.
Benefits
- The team leaves the meeting with tasks assigned, because tasks were created from the agenda items while the meeting was still running.
- The minutes are in participants’ inboxes the moment the meeting ends, generated from the agenda rather than written up afterwards.
- A question asked in March about a decision taken in November is answered by opening the meeting record, not by searching chat.
- The hour spent in the meeting is logged to the timesheet, so meeting time shows up in the project’s hours next to the work it produced.
Use Cases
Weekly team meeting
The same agenda template every week: last week’s open items first, then new topics owned by whoever raised them. Tasks are created from the decisions on the team’s board; anything unresolved is moved to next week’s meeting with Move to Meeting. The meeting takes less time because nobody retells what is already in the record.
Client status call
The project lead prepares the agenda in the client’s workspace; the client’s contact sees the items beforehand and adds their own. Decisions are recorded in the call, and the minutes are e-mailed to both sides when it ends, so there is one version of what was agreed.
Management review
Monthly, with the heads of departments as owners of their agenda items. Each decision gets an owner and a date; the next review opens with the list of last month’s decisions and their status, pulled from the tasks rather than from memory.
Embedded modules
Universal modules that extend application functionality
Attachment Storage
Add and store documents and files with ease
Attach folders, documents, images and links to a meeting or to a single agenda item. Files are stored in Weenvo’s cloud storage and stay with the meeting record, so the proposal discussed in the meeting is next to the decision about it.
Communication
Feedback and commenting block
Comment on agenda items before, during and after the meeting, ask and answer questions, react with likes or dislikes. The discussion stays under the item it concerns, which keeps the meeting itself short.
See Weenvo in Action
Want to see how these features work in practice? Explore how Weenvo can help your business.
FAQs
What is meeting management software?
Meeting management software plans a meeting’s agenda, records its decisions and tracks the resulting actions. In Weenvo the agenda, the minutes and the tasks are one record inside the same system as the team’s projects and timesheets, so a task can be created from a decision without copying anything.
How do you create a meeting agenda in Weenvo?
Create the meeting in the calendar, then add agenda items with an owner, a priority and the questions to discuss. Item owners can add their own topics before the meeting. During the meeting the decision is recorded under each item, and the agenda becomes the minutes.
Can meeting decisions become tasks?
Yes. A task with an owner and a deadline can be created from an agenda item, and it keeps a link back to the meeting. Tasks are created by the user; recording a decision does not create one by itself. Open tasks from all meetings are listed in the Meeting Agendas application.
Is there a meeting minutes template?
The minutes are generated from the agenda: every item with its questions, decision and created tasks. At the end of the meeting the summary is compiled and can be e-mailed to participants, so no separate template is filled in.
Does Weenvo replace Zoom or Teams?
No. Weenvo organises the meeting: agenda, participants, decisions, tasks and minutes. The call itself runs in whichever tool the team uses; the link to it is kept in the meeting record.
Can external participants join?
Yes. Clients, partners and contractors are invited as users with access limited to the workspace they belong to. They see the agenda, add items where allowed and receive the minutes.
How much does it cost?
Meetings are included on every plan. Free covers up to 10 users with every feature; Standard is €10 per user per month with 15% off on annual billing; Enterprise for 100+ users is priced on request. Details on the pricing page.
Can I track time spent on meetings?
Yes. Time spent in a meeting is logged to the timesheet like time on a task, and reported by project and person. The post on how much working time the team spends on meetings shows what the numbers look like.
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