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Running a meeting that leaves a record

A meeting here is a business record that happens to have a call attached — the agenda it ran to, who turned up, what was decided, and what somebody has to do now. This is the whole arc, from scheduling to the actions afterwards.

Follow it in the demo8 steps · 8 screens

When you have done this: A meeting anybody can reconstruct six months later without asking who was in it.

  1. 01

    Start from the meetings screen, not the call button

    Home offers a link now or a meeting for later. A link now is a conversation; a meeting for later is a record. Most things worth a calendar entry want the second.

    The Meet home screen, offering to start, join, or go back to a recent meeting
  2. 02

    Schedule it, and say where it is

    Built-in Meet, a Jitsi link made for you, or a Google Meet or Teams link you paste — plus a meeting room, a customer site, or hybrid. Rooms cannot be double-booked, which only helps if the room is modelled rather than typed into the title.

    Scheduling a meeting: title, time, where it happens and who is invited
  3. 03

    Invite people and let them answer

    Participants have roles and RSVPs. The RSVP is what tells you beforehand whether the meeting is worth holding, so send the invitation early enough for the answer to be useful.

    The meeting invitation as a participant receives it
  4. 04

    Check your microphone before anybody hears it

    The pre-join screen exists so the first thirty seconds of the meeting are not about your microphone. Use it.

    The pre-join screen, showing camera and microphone checks before entering
  5. 05

    Keep the door shut

    Guests join by link and wait in the lobby until somebody admits them. It is a real door, not a formality — which matters the moment a meeting link is forwarded further than you meant.

    The meeting lobby, with a waiting guest to admit or refuse
  6. 06

    Run to the agenda

    Agenda items structure the call; minutes record what was said. Write the minutes in the meeting rather than afterwards — the version written from memory on Friday is the one nobody trusts.

    A meeting in progress, with participants and the meeting controls
  7. 07

    Leave actions behind

    Action items are the only part of a meeting anybody looks for again. Each one needs a person and a day, or it is a sentence in a document.

    A completed meeting record: agenda, attendance, minutes and action items
  8. 08

    Read the follow-up, not just the diary

    The dashboard separates what is coming up from what is outstanding — invitations unanswered, actions not done. The second list is the one that decides whether meetings are worth holding.

    The meetings dashboard, with upcoming meetings, invitations and outstanding actions

What people get wrong

  • Reminders are sent once, at the offsets you set. That is deliberate — a reminder that repeats is a reminder people filter.
  • A recurring meeting nobody cancels keeps booking the room. Ending the series is a real act.
Everything Meet doesReading the day properlyRunning work off one listWriting something down where it will be found