Version: The following information is intended for Docket 2.0.0 released after the week of November 1, 2020.
Taking notes during a meeting helps to capture the critical points of a conversation and can highlight any potential conflicts between what was said versus what was heard.
Different teams and people take notes in different ways from assigning a scribe to full-on collaboration. Either way, it is encouraged to capture the key take-aways and decisions to be sure that everyone knows how the time was used, what the results or next steps are, who has ownership, and when actions are due.
Follow these steps to take notes in your Docket meeting.
FIND YOUR MEETING
Find your meeting on the left meeting panel and select it so that it shows on the right side in your meeting workspace.
In your meeting workspace, click into "Take some notes..." and take notes as desired in the topic sections that originated from the agenda.
For more information on creating an agenda, see the article on how to Build a Docket Agenda.
As you create and collaborate with others building an agenda, enable Show Author so you can see who added notes in a meeting. If you want a cleaner workspace, you can uncheck the box to hide author as well.
ASSIGN TASKS AND DUE DATES
When taking notes, you can assign a task to a meeting attendee.
The "@" icon on a note enables you to assign a line item to a meeting guest. You can click the icon and select from a dropdown of meeting guests or, as you are typing notes, type "@" and start typing the name of the assignee to narrow down the dropdown list that displays. Click to select the correct assignee.
When someone is assigned a task, their name will appear in blue text indicating task ownership.
Click the + icon on the right-hand side of a note to access the Task Actions dropdown. From there, ownership or assign a task due date.
ADD AND REVIEW RESOURCES
Before, during, and after your meeting, you can quickly and easily add resources to agenda items for easy viewing. Simply open the Resources drop down on the right side of an agenda and select the type of resource you would like to upload to the meeting.
The benefit to having resources in your agenda and ready for the meeting is having everything you need and prevent distraction from having to go find it during the meeting.
For more information, see the article on Resources in Docket.
TABLE OF CONTENTS QUICK LINKS
The topic sections originally created for the agenda display to the left of the meeting workspace and act as quick links in a table of contents. Use these quick links to easily jump around between each section of the meeting to help you take notes in the applicable section.
AGENDA NOT REQUIRED FOR NOTES
You and your meeting guests can take notes when an agenda has not been created. If the step to create an agenda is skipped, attendees can go straight to the notes section and begin taking general notes.
Because the Docket meeting workspace is dynamic and collaborative, you can create an agenda anytime before, during, and after a meeting.
When a meeting is a recurring meeting in series, a Meeting History icon will display on the lower right-hand side of the Docket workspace. When you click on the Meeting History icon, your workspace view will drop down to the previous meeting in you recurring series. The previous meeting's date will appear above the header. To navigate to the meeting within Docket, click the Open Meeting button to the right of the header.
From there, you can continually scroll down to view the series' previous meeting notes and decisions. Click the Meeting History icon when the arrow is facing up to return to your present meeting.
If this meeting is the first of the series, there will not be any previous meeting history to display.
If there was a break in the meeting series due to a cancelled meeting or no notes being taken, that cancelled meeting will not have any history to display. For example, if this meeting is the forth in the series but no notes were taken in the third meeting, Docket will display history for the first and second meeting and not have any to show for the third meeting.
After notes are taken, the last thing to do is share them! Use the Share Recap button to distribute the notes to all meeting guests. For more information, see the article on how to Share a Docket Recap.
Frequently Asked Questions
What type of meeting participants can be assigned an action?
Only meeting guests can be assigned an action.
Why isn't a participant's name displaying when I type @?
If a name is not showing in the dropdown, make sure they were on the calendar invite for the meeting.
Does a task assignee have to be a Docket user to assign a task?
Task assignees do not have to be Docket users. As long as they are a meeting guest on the calendar invite, Docket will be able to show them as an option for a task assignee.
How does Docket decide a guest's display name?
Meeting guests display by either their email address or name based on the information Docket has for them. If they are a Docket user, and they have signed into Docket and Docket should know their first and last name. If they are a guest that has not used Docket, they will show as they do in the calendar meeting invite which is typically by email address. If they sign into Docket at a later time, Docket will update any instance of their user name to reflect name instead of email address.
How do tasks display in a shared meeting recap?
Docket pushes all tasks to the top of the shared meeting recap email so when you share a recap, guests (Docket users and guests) will receive their tasks at the very top so they can see they have tasks assigned to them. For more information, see Share a Docket Recap.