Recurring meetings are typically used for similar purposes so why recreate agendas over and over again? Docket makes preparation for recurring meetings simple, reducing and removing the redundancy of rebuilding agendas for like meetings.
Read on to understand how recurring meetings work and how Docket can help make recurring meetings easier to prepare and participate!
What is a Recurring Meeting?
A recurring meeting is a scheduled event on your calendar that happens on a regular frequency. When you create a meeting on your calendar and select to make it recurring, you are typically selecting a weekly, bi-weekly, or monthly frequency so that the same meeting can happen again and again.
Docket Recurring Meeting Benefits
Docket provides several unique benefits to make preparing and running a recurring meeting more simple including:
- Use an agenda from a previous meeting in a series. Use the agenda from a previous meeting in the series as a template to start the next meeting saving you time in building an agenda from scratch.
- Display previous meeting history within a meeting. When in a meeting, quickly and easily access and review the meeting notes from the previous meetings within the series and avoid having to bounce around the individual, past meetings. This is useful for projects that had tasks or next steps so you can pull it up in the current meeting and make sure everyone recalls where you left off or what was expected.
Use Previous Agenda - How It Works
In Docket, you have several choices when creating an agenda for a meeting in a recurring series including Create Agenda and Use Previous Agenda.
If the recurring meeting is the first in the series, you can create the very first agenda by using the option to "Create Agenda." This agenda can serve as the template for any additional meetings in the series when the first meeting is complete.
Use Previous Agenda
When the meeting is the second meeting or greater in the series (anything but the first meeting), you can choose to "Create Agenda" to build an agenda from scratch or "Use Previous Agenda" which enables you to use the agenda from the most recently completed meeting in the series.
The fields that copy over from the previous agenda include:
- The Meeting Goal
- All Agenda Items
- All Agenda Item Descriptions
- All Resources
If the previous meeting was cancelled or there was no agenda, the "Use Previous Agenda" will populate the agenda from the most recently completed meeting (with an agenda) in the series.
Additional Tips for Use Previous Agenda
Clear an Agenda Option Selected
If you select to "Use Previous Agenda" and decide you would prefer to build one from scratch using "Create Agenda," simply click the "x" to the left of each agenda item twice to delete each section. Once all sections are deleted, you will see the option to "Create Agenda" return to the page.
If you select to "Create Agenda" and decide you would prefer to "Use Previous Agenda," simply click the "x" to the left of each agenda item twice to delete each section. Once all sections are deleted, you will see the option to "Use Previous Agenda" return to the page.
When There is No Option to "Use Previous Agenda"
If there is no option to "Use Previous Agenda" when creating an agenda for a recurring meeting, it may be one of the following scenarios.
The meeting is not truly a part of the meeting series. You can review the meeting on your calendar and confirm whether it is recurring or appears to be recurring by title, subject, or other facets of the meeting.
For example, you have a client meeting every Monday at 3:00 pm. This week, the meeting was cancelled. A new meeting was scheduled for Tuesday at 3:00 pm. This new meeting was not a part of the series because it was created new to supplement the cancelled meeting.
The meeting is first in the series. When this is the case, there would be no previous agenda to view." You can review the meeting on your calendar and confirm whether this meeting is truly the first in the series.
An example for this could be that you had a series that ended and a new series was started. While this meeting may appear to be a continuation from the previous series, the calendar information does not tie both of these meetings or series together.
You have already selected to "Create Agenda." If you decide you prefer to "Use Previous Agenda," follow the steps above to Clear an Agenda Option Selected so you can have the option to "Use Previous Agenda" again.
Tips for Recurring Meetings
Change to Meeting Day and Time
If the meeting date or time is changed on a recurring meeting in a series, as long as the meeting remains in the series, it is still a part of the recurring series.
For example, the meeting organizer changes the meeting that occurs every Monday at 3:00 pm to Tuesday at 2:00 pm for this week. Since the meeting was changed and not deleted and added as new, this changed meeting remains a part of the recurring meeting series.
If the purpose or theme is changed on a recurring meeting in a series, as long as the meeting remains in the series, it is still a part of the recurring series.
For example, the recurring series may be for a staff meeting to be held every Thursday but each week, the meeting organizer or the team may have a different purpose or topics for the meeting. Since only the purpose, theme, or title is changed without deleting the meeting, it is still a part of the recurring series.
If the meeting guest list is changed on a recurring meeting in a series, as long as the meeting remains in the series, it is still a part of the recurring series.
An example of this is the Thursday staff meeting has a new guest come in each week to discuss a topic. A new guest is included from week to week. As long as the meeting guests are changed without deleting the meeting, it is still a part of the recurring series.
What a Recurring Meeting is Not
If a meeting is scheduled this week on Monday and during the meeting you agree to meet again next Monday, this next meeting is not considered a recurring meeting.
A recurring meeting is set up from the beginning as a continuing series. While the meetings you set week to week may have the same theme or date and time, unless they were scheduled in advance as a series, they are not technically a recurring meeting by calendar standards.
View Previous Meeting History - How it Works
When there are notes taken in previous meetings within a meeting series, you can view these straight from the most recent meeting.
Previous meeting history can be viewed by clicking on the Meeting History pop out in the lower right-hand side of your meeting workspace. This button will display in the for any recurring meeting in the series with the exception of the first meeting which would not yet have any meeting history.
Docket Meeting History will display in the order of most recent to least recent previous meetings.
If there are no notes or a cancelled meeting, Docket Meeting History will not display the meeting as there is nothing to display.
Frequently Asked Questions
If a guest is invited to one meeting event in a recurring series, can they view meeting history on any other prior meetings?
One can only see the meeting history of the events in a recurring series they have been invited to.