Meeting Management

Calendar Setup

Proper calendar configuration ensures seamless meeting tracking:

• Connect Primary Calendar: Link your main work calendar
  • Choose the calendar you use most frequently
  • Ensure calendar permissions are properly configured
  • Test the connection with a few meetings first
• Configure Sync Frequency: Set appropriate sync intervals
  • Real-time sync: For critical meetings that need immediate tracking
  • Hourly sync: Good balance for most use cases
  • Daily sync: Sufficient for less time-sensitive scenarios
• Verify Meeting Detection: Ensure meetings are being detected correctly
  • Check that meetings appear in your dashboard
  • Verify meeting details are accurate
  • Review sync logs if meetings are missing

Meeting Preparation

Prepare meetings effectively for better tracking and organization:

• Add Meeting Details: Provide comprehensive meeting information
  • Include clear titles that describe the meeting purpose
  • Add descriptions with agenda items or key topics
  • Specify meeting type (internal, client, training, etc.)
• Set Meeting URLs: Add video conferencing links when available
  • Include Zoom, Teams, or Google Meet links
  • Add passwords if meetings are protected
  • Update URLs if meeting links change
• Schedule Accurately: Set correct start and end times
  • Use accurate timezone settings
  • Include buffer time if meetings often run over
  • Update times if meetings are rescheduled

Post-Meeting Workflow

Establish a consistent workflow after meetings:

• Upload Promptly: Upload recordings as soon as possible
  • Fresh recordings are easier to process
  • Context is clearer when uploaded immediately
  • Prevents accumulation of unprocessed recordings
• Link Recordings: Associate recordings with their meetings
  • Makes it easy to find recordings later
  • Provides full context for meeting history
  • Enables better search and organization
• Review and Organize: Take time to organize after upload
  • Add tags while content is fresh in your mind
  • Assign to appropriate folders
  • Update meeting status if needed
• Share with Team: Distribute recordings and summaries
  • Share with attendees and relevant stakeholders
  • Include AI-generated summaries for quick reference
  • Export action items for follow-up

Meeting Organization

Keep your meetings well-organized:

• Use Meeting Folders: Organize meetings by project or team
  • Create folders that match your organizational structure
  • Use consistent naming for meeting folders
  • Review and clean up folders periodically
• Leverage Tags: Tag meetings for easy filtering
  • Tag by project, client, department, or priority
  • Use consistent tag names across your organization
  • Create a tag hierarchy if needed
• Regular Cleanup: Maintain your meeting list
  • Archive or delete old meetings that are no longer relevant
  • Update meeting statuses (completed, cancelled)
  • Remove duplicate or test meetings