Clients & Profits X :: Meeting Manager

The Meeting>Manager window lists all of the meetings that have been set up for the client, where they will be held, who the coordinator is, and what the meetings are about.

The Meeting>Manager window is used as a pivot point for all client meetings. With the right access privileges, staffers can access the upcoming meetings so they can better prepare for it. It's also a reminder of how much (often unbillable) manpower is dedicated to getting work done for a client.

The meeting manager works like the client diary/call log. It allows account executives and others to keep track of meetings. Anyone working with this client’s jobs can add an entry to record the notes, the location, the time, the attendees, the coordinator, and the topic discussed at a client meeting. The meeting manager also allows a meeting coordinator to e-mail all the attendees of a meeting of new changes or for the times of future follow-up meetings.

The Meeting>Manager window lists upcoming meetings scheduled for a client.

Date is when the meeting took place or when the entry was added. An “X” in the checkbox identifies client meeting entries that have a completed meeting summary.

Location is the place a meeting took place.

Coordinator is the person who was in charge of the meeting. Typically, this person is a department manager or an account executive.

Topic is a brief description of what a meeting was about. To see the full details of a meeting entry, double-click on it.

Job identifies what job ticket the meeting was called for. It is optional.

The meeting address/directions gives you the directions of how to get to the location of a meeting.

Attendees shows who attended, or is scheduled to attend, a particular meeting.

Client meeting entries can be easily added, edited, deleted, and canceled. Client meetings can be scheduled in advance or added after they have taken place. To edit the details of a meeting entry, click on the edit button. To delete a meeting entry, click on the delete button. Entries can be deleted at any time. However, for better accountability, it is better to mark a meeting as canceled by clicking on the cancel button. Canceling a meeting retains all of the details of a planned meeting for future reference. If an entry is deleted, then no details will appear in the Meeting>Manager window.

The Edit Client Meeting window opens, prompting you to change the meeting's date, time, duration, coordinator, topic, location, objective, and e-mail list.

When the meeting is over, the coordinator can document the meeting's discussions, conclusions, and action items in the Meeting Summary. Use the meeting summary to keep a record of the discussion and action items of a meeting. You can also automatically setup a follow-up meeting and notify via e-mail the attendees of that client meeting.