Meeting Notes SOP
Purpose
To keep information moving in the company so everyone knows what is going on.
Meetings must include an Otter transcript and/or zoom recording/link (select record locally if necessary and upload audio file at a minimum). If they occurred via phone call or in-person this is not necessary.
What is a “Meeting?”
Any preplanned and not preplanned conversation with a client
- Zoom conference calls
- In-person conversations
- One on one phone calls
- Etc…
DJD – Every meeting with a DJD client needs to have notes which are uploaded under “Messages” in Basecamp (make public for the client to see).
SCAD – Every meeting with a SCAD client needs to have notes which are uploaded under “Docs & Files” in Basecamp (make public for the client to see).
The Project Manager is responsible for taking meeting notes if they are present at a meeting. If there is no Project Manager, then someone else needs to take the notes.
Taking Notes
If the meeting is preplanned, create a meeting agenda (according to each client’s specifications).
Add it as Meeting Notes- XYZ into the “📈 Meetings” category (an example is shown below). If there is no category for the client yet, make one.
If the meeting is impromptu/ad hoc, just take notes as needed and write down the rest later.
What to include in Meeting Notes
- Who was there
- What did you talk about (key points)
- What important feedback or updates did the client share?
- What are the key takeaways? Turn these into to dos
- Any files or notes can be added in the comments section
An example of how to upload notes onto Basecamp