Help Manual

Contents






Sigma Magic Help Version 17

Meeting Minutes

Overview

We must capture the agreements and meeting discussions for effective meetings and share them with all the key stakeholders. Minutes are the written record of a meeting. They include the list of attendees, issues raised, related responses, and final decisions taken to address the problems. The purpose of this document is to record what actions have been assigned to whom, along with the achievements and deadlines.

As a general guideline, try to write the minutes soon after the meeting is completed so that all the key points are fresh in your mind and you don't miss any key actions. Review your outline and add additional notes. Ensure you include sufficient detail, as it may be difficult to recall the topics if several months have passed since the meeting. At the same time, the document should only contain the key points and not be too lengthy. Make sure that you are objective and avoid making personal observations.

This template can be added to your active workbook by clicking on Project and then selecting Meeting Minutes.

Inputs

Click on Analysis Setup to open the menu options for this template.

Checklist

A sample screenshot of the checklist menu is shown below.
inputs
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Checklist: The input dialog box contains a checklist that will help you address all the key points when creating this document. Click on the blue text to toggle the setting to respond to each question.
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View Example: Click on this button to open the example file. You can view the example to get an idea of how to fill out this template, or you can use the example as a starting point and modify it to meet your project needs.
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Help Button: Click on this button to open the help file for this topic.
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Cancel Button: Click on this button to cancel all changes to the settings and exit this dialog box.
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OK Button: Click on this button to save all changes and compute the outputs for this analysis.

Worksheet

Enter the following data on the worksheet:
  • General information such as the date and time of the meeting, location, agenda items, organizer, participants, and people absent from the meeting.
  • Capture any agenda/action items from this meeting. This is the most important part of this document. You will need to follow up with all the owners to ensure that these actions were completed as committed.
  • Capture any important keynotes from the meeting to record for future reference.

Verify

If you click the Verify button, the software will perform some checks on the data you entered. A sample screenshot of the dialog box is shown in the figure below. Verify The software checks if you have correctly specified the input options and entered the required data on the worksheet. The results of the analysis checks are listed on the right. If the checks are passed, they are shown as green-colored checkmarks. If the verification checks fail, they are shown as a red-colored cross. If the verification checks result in a warning, they are shown in the orange exclamation mark, and finally, any checks that are required to be performed by the user are shown as blue info icons.
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Item: The left-hand side shows the major tabs and the items checked within each section
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Status: The right-hand side shows the status of the checks.
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Overall Status: The overall status of all the checks for the given analysis is shown here. The overall status check shows a green thumps-up sign if everything is okay and a red thumps-down sign if any checks have not passed. Note that you cannot proceed with generating analysis results for some analyses if the overall status is not okay.

Outputs

Click on Compute Outputs to update the date/time stamp on the worksheet. A sample screenshot of the worksheet is shown below. outputs This analysis does not produce a specific output. The conclusion box lists the date the project was closed—no additional checks were performed on this form. If there are no error messages, the following sample message is displayed. outputs 2

Notes

Here are a few pointers regarding this analysis:
  • It does not matter if you use a Word document, Excel form, etc., to capture the minutes. The important aspect is rigorously capturing the minutes and any agreements and sharing them with the stakeholders. You may want to save the file in PDF format and share it with the stakeholders so that the original contents cannot be altered.



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