Ad-hoc meetings work the same way in Centrik as the Mering Series, the main difference is that you are not setting up a template with regular set of attendees, a regular agenda and over a regular sated interval. Ad-hoc meetings can be just as valuable as those meetings that occur at stated intervals, they naturally happen or are loosely planned but are never documented.
Documenting these types of meetings means that you are able to view then, send out meeting minutes, create actions and have an audit trail of conversations.
Clicking on the Ad-hoc Meetings tab displays a summary screen of these meeting types. There is the same search functionality that exists with the Meeting Series tab.
The creation of an ad-hoc meeting is essentially the same but there is no schedule associated to them.
Creating Ad-hoc Meetings:
1. Click on the ‘Ad-hoc Meetings’ button on the Meetings landing page
Like the Meeting Series you are provided with a summary page of all the ad-hoc meetings, there is a searchable area with a date range.
2. Like the meeting series, give this meeting a number, a title, and a description
3. The same notification settings exist, select the appropriate ones for this meeting
4. Click on the ‘Save’ button
5. Click on the ‘+ Add attendees’ button
6. Use the ‘+ Add’ button to add an internal person, the ‘+ Add External’ button to dd an external person or use the ‘+ Role’ button to input the meeting attendees
7. Click on the ‘Save’ button
8. Click the button ‘< Back to Meeting’ to now add your agenda
9. Click the ‘Add’ button to add your agenda, click on the ‘+Add Heading’ or ‘+ Add Item’ button to build your agenda, the agenda can have as many items as is required, remember though that minutes can only be inputted against an Item, not a Heading
10. Once any headings and items have been inputted click on the ‘Renumber’ button
11. Click on the ‘Save’ button.
You can add in any reports if these re required through the Reports section, otherwise your meeting is ready to use.
12. Navigate back to the Ad-hoc Meetings tab
13. Click on the ‘Schedule’ button for the newly created meeting
14. Enter in the date, time and location.
15. Click on the ‘Save’ button.
16. Click on the ‘Edit Minutes’ button
17. Click on the ‘Edit’ button and input the minutes of the meeting
18. Add in any actions that might be required
19. Click on the ‘Save’ button.
20. Click on the ‘Finalise Minutes’ button.
21. Send a copy of the meeting to the attendee by clicking on the ‘Send Minutes’ button