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- Meeting Management
- Who it's for
- Professional services projects
Professional services projects
Professional services work often links meeting commitments to a delivery project and the time spent doing the work. The same project record can show meeting counts, action counts and logged hours. Choose one pilot engagement to make those relationships clear before a wider rollout.
How Meeting Management is set up for you
Meeting preparation
Put each meeting against the project, name its organizer and give the discussion a start and end date.
Action ownership
Assign work from the meeting to a team member with a due date and review its status before the next discussion.
Exception review
Follow raised issues through triage and verification, and use the source record to resolve uncertainty.
Professional services work often links meeting commitments to a delivery project and the time spent doing the work. The same project record can show meeting counts, action counts and logged hours. Choose one pilot engagement to make those relationships clear before a wider rollout.
The organizer prepares the meeting and assigns an action after a client review. The assignee updates the action board from Backlog through in progress and in review. A blocked item stays visible to the project manager before another commitment is made.
A team member submits attendance hours with a Billable or Non-Billable value. The approval workflow checks positive submitted hours and records the decision; the Attendance Approver reviews the outcome. Agree what those values mean for the engagement; the meeting and attendance records do not themselves issue invoices.
Start with one active project and a meeting already on the calendar. Bring a pending agenda topic, one action needing an owner, a submitted attendance entry and a raised follow-up. Ask the people named below to use their ordinary accounts. They should be able to find the work from their lists, open the underlying project record and tell the next person what to do. Check an invalid attendance approval and a follow-up without severity as well; the failed operation receipts should point back to the condition that stopped the handoff.
Agree how the team writes a useful meeting description, when an agenda topic is Met and who verifies that a fixed issue is ready to close. If invitations or conferencing are needed, choose the external calendar and meeting provider during implementation. Keep the project and team member identities consistent so lists and reports answer the same operational question.
[Plan the pilot](/meeting-management/implementation) and [review the meeting process](/meeting-management/processes/meeting-to-actions).
Features to start with
Roles on the team
- Project Manager
- Runs project meetings and owns their handoffs.
- Meeting Organizer
- Prepares meetings, agenda topics and assigned actions.
- Team Member
- Updates assigned actions, attendance entries and raised follow-ups.
- Attendance Approver
- Reviews submitted hours and their recorded outcome.
- Delivery Lead
- Reviews project exceptions and follow-up closure.
Set up Meeting Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.