Mock Meeting for Minute Taking

Summary

In this meeting, the team discusses scheduling conflicts caused by staff using both Outlook and Web Tracker, leading to double bookings. They decide to standardize the use of Web Tracker and prepare a training session for staff. There's also a focus on improving email communication by refining subject lines and prioritizing messages effectively. Additionally, plans are made for upcoming staff meetings and training. Lastly, they discuss the need for more volunteers to help organize the office party, aiming to recruit others for the task.

Takeaways

• 📅 Double bookings are happening due to staff using both Outlook and Web Tracker for scheduling, causing confusion at the reception.
• 💡 A streamlined scheduling process is needed to avoid these double bookings and make the receptionist’s job easier.
• 🔄 It’s been confirmed that Outlook and Web Tracker calendars cannot be merged, so staff will need to choose one system for scheduling.
• 🌐 Web Tracker is preferred since it's web-based and can be accessed remotely, which offers more flexibility for staff.
• 📧 The team agrees to send out communication and training to staff about using Web Tracker exclusively for scheduling.
• 📑 Policy updates will be necessary to reflect this new scheduling process, and a training package will be created and shared with employees.
• 📬 A suggestion is made to improve email communication by using more specific subject lines and labels like 'urgent,' 'FYI,' or 'response required.'
• ⚠️ A policy will be created to define what constitutes high-priority emails to avoid overuse of the 'high importance' label.
• 🎉 The team is looking for volunteers to help plan the upcoming office party, as the social committee currently has too few members.
• ✅ The team agrees to handle the policy updates and scheduling changes before the next staff meeting to ensure clear communication with everyone.

Q & A

What is the main issue discussed in the meeting regarding scheduling?

The main issue is that some staff are using Outlook calendars while others are using Web Tracker, causing double bookings and confusion, especially at the front reception area.

Why can't the team merge Outlook and Web Tracker calendars?

The systems are incompatible, and IT has confirmed that merging Outlook and Web Tracker calendars is not an option.

What solution does the team propose to resolve the scheduling confusion?

The team proposes that all staff use either Web Tracker or Outlook, but not both, to avoid double bookings and confusion.

What are the reasons some staff prefer using Web Tracker over Outlook?

Web Tracker is web-based and accessible remotely, which is convenient for staff when they are away from the office. It also simplifies access for downtown locations.

What additional action is suggested to streamline the use of Web Tracker?

A tutorial on using Web Tracker effectively is suggested, along with updating policies to reflect the exclusive use of Web Tracker for scheduling.

How does the team plan to communicate the scheduling change to staff?

The team plans to send an email to all staff and include a training session in the upcoming all-staff meeting on Thursday.

What issue regarding email communication is raised during the meeting?

The team discusses the lack of clarity in email subject lines and the overuse of the 'high importance' tag, which creates confusion about email priorities.

What suggestion is made to improve email communication among staff?

It is suggested that emails should have specific subject lines with labels such as 'urgent,' 'please read,' or 'response required' to help prioritize and organize communication.

What is the plan for addressing the misuse of the 'high importance' email label?

The team plans to meet and develop a policy that defines what constitutes a 'high priority' email and how the label should be used correctly.

What is the final agenda item discussed, and what is the team’s request regarding it?

The final item is the upcoming office party, and the team requests help from colleagues to form a small committee (3-4 people) to plan and manage the event.