Sharing meeting agendas and notes in Teams

In this lesson, you will learn how to use Teams to share meeting agendas and notes with your colleagues. This can help ensure that everyone is on the same page before, during, and after meetings, and can also provide a record of what was discussed and agreed upon.

Benefits of sharing meeting agendas and notes in Teams

• Ensures everyone is prepared for the meeting
• Helps keep the meeting on track and focused
• Provides a record of what was discussed and agreed upon
• Allows absent team members to catch up on what they missed

Steps

1. Create a new channel for your meeting: Open the Teams app and navigate to the relevant team. Click on "Add channel" to create a new channel for your meeting. Give it a name and a brief description.
2. Create a new meeting: In the new channel, click on "Meet now" to start a new meeting. Alternatively, you can click on "Schedule a meeting" to set up a meeting for a later time.
3. Share the agenda: Before the meeting, share the agenda with all attendees. You can do this by creating a new tab in the channel and selecting "Website." Then, paste the link to the agenda document (which could be a Word or Google Doc) in the URL field. Make sure to select "Post to the channel about this tab" so that everyone is notified.
4. Take meeting notes: During the meeting, take notes in real time using the "Meeting notes" feature. This can be accessed by clicking on the "..." icon in the meeting window and selecting "Meeting notes." This will create a new OneNote document where you can take notes that everyone can see in real time.
5. Share meeting notes: After the meeting, share the meeting notes with all attendees. You can do this by opening the OneNote document and selecting "File" > "Share" > "Invite People." Add all attendees to the document and give them permission to edit. Make sure to select "Send an email invitation" so that everyone is notified.

Example for Collab365 Healthcare

Collab365 Healthcare could use this feature to share meeting agendas and notes for team meetings, department meetings, or even with external partners. For example, the IT department could use this feature to share updates on system maintenance, while the Marketing department could use it to share updates on upcoming campaigns. Additionally, external partners could be invited to meetings and given access to meeting notes so that they can stay informed and up-to-date on project progress.