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How to > Meeting Preparation > How do I create and use a meeting template?

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The aim of a meeting template is to give you a quick way to create a standard meeting document that you can use for regular meetings. Typically they will have the same items on the agenda each time but may want to have items discussed in the last meeting carry forward.

(As of version 2 templating is semi manual so there is a little bit of work required to use the template feature. However the advantage of this is that it is very powerful and flexible and can cater for most needs. It allows you to quickly and easily prepare for meetings. Future versions of Meeting Gold will make the template feature easier and quicker to use whilst keeping the flexibility that most users really like.)

To create a template meeting document just create a meeting document and edit it to be in the form that you want to use for each new meeting.

A simple example of a template document.

To use the template find it in the 'all meetings' view (or similar view where it is listed) on the main screen and tick the check box to select it. Then add a new meeting document ' containing selected items'.

Select the template meeting document and create a new document 'containing selected items'The first time you use the template it will be 'clean', i.e. it will be ready to use right away; you'll just need to possibly edit the title if you want to tidy it up a bit.

The next time you use your template you may need to make some decisions about what to include and what to revert to the original template. This will depend on what you have in your template and how you choose to layout your meeting notes.

There are three instances where you will need to decide what to do:

  1. Where you have changed a document part (e.g. edited an agenda item or an action).
  2. Where you have deleted a document part.
  3. Where you have added new document parts indented under original document parts. 

 

An example will illustrate best:

Let's take the meeting template shown above with three agenda items. We create a new meeting document from the template as described above and call it meeting number 1. We edit the first agenda item, delete the second (making it ready for the meeting) and during the meeting add an action indented under agenda item 3. See screen shot below.

Meeting notes for the first meeting using the template. Note: the action is at indent level 1 - it says just below the menu icon next to the action.

Then to prepare for the next meeting we again select the original template and create a new meeting document containing the selected items. We edit the title to be meeting number 2 and see the screen below:

Meeting document for meeting 2 just after we have created it and changed its name.

Notice several things that have happened to the template following our use of it in meeting 1: 

 

  1. The first agenda item that we edited is gray. This means that we can choose to use the latest version (the one we edited) or we can revert to the template version. Instructions below.
  2. The second agenda item is present.
  3. The third agenda item has an red alert. This shows that there are other document parts that we may want to bring in should we choose. Instructions below.

 

Tapping on the gray area of agenda item 1 gives us the choice to get the latest version or use the template. Just choose which you would like.

Tapping the gray agenda item gives a choice of which version to use the latest or the original template.On agenda item 3 the menu is flagged. Tap the menu icon and follow the red path to get the screen shown below. This lists all of the document parts that were indented under the current document part in the latest version. In this case we see the action that was added in the last meeting. Typically we want to follow up on actions so just tap on the listed action 'gets' it into the new document ready to be discussed in the meeting. If you don't want to get the document part into this new meeting document you can just ignore it.

Getting extra document parts that were added after the template was created.The final document ready for meeting 2 looks like the screen shot below.

Meeting document ready for meeting 2.

Other notes and advice:

  1. If you want to be able to carry notes forward automaticallly you need to ensure they are indented under one of the original document parts which was in the template document. 
  2. If you want to update the template document to follow a later version (in the example above let's say you wanted the template to use the edited version of agenda item 1) just open the template and use 'get' to get the latest version. Then when you use the template going forwards it will use the latest version.