Add Meetings to the Project Timeline Activity Center and the Meeting Minutes Activity Center

Perform the following steps to add a meetingProject meetings include phone calls, client meetings, contractor meetings, conversations,conference calls, tasks, site visits, and any other custom meetings that may have been added to the project. (or a recurring meeting) to the project timeline and meeting minutes.

Meetings added to the Project Timeline activity center are automatically added to the Meeting Minutes activity center, and vice-versa.

To add a meeting to the project timeline and meeting minutes from Project Center

1.      Do one of the following:

●        If you are not already there, open the Project Timeline activity center (shown below) by clicking Project Timeline from the Project Home activity center or from the Activities list. Or,  

●        If you are not already there, open the Meeting Minutes activity center by clicking Meeting Minutes from the Project Home activity center or from the Activities list.

2.      If you are working in the Project Timeline activity center: In either the Calendar or Journal view, click the date on which the meeting occurred.

3.      Click Add > Meeting type from the Tasks panel to open the Create Meeting dialog box, as shown here. Today's date (or the date you selected) is entered in the Start Date and End Date fields. You can edit these fields.

4.      Enter the title of the meeting in the Title field.

5.      If it is a recurring meeting, click the icon to open the Calendar Item Recurrence dialog box to set the meeting's parameters.

6.      Select the Color to represent the meeting.

7.      The Type field defaults to the type of meeting you selected in step 3. You can change it.

8.      Enter the location (if applicable) in the Location field.

9.      In the Details tab, select the project team members who were involved in this meeting. You can select the Entire Project Team, the Internal Project Team, or individual team members by clicking Selected Team Members from the Team Members field.

10.   Enter any comments in the Comments field.

11.  Enter the meeting's agenda in the Agenda panel of the Meeting Content tab, as shown below. Mark the Set the Agenda for This Event checkbox to enable this panel and open the Carry Forward Agenda Items dialog box to choose whether to carry forward the agenda and discussion items from another meeting to the current one. If you choose Yes, select the meeting containing the agenda and discussion items you want to copy from the list and then make any changes as necessary. The items will be added to this panel and the Discussion Items panel. If you choose No, you can enter items manually.

12.   Enter discussion, action, and project items to discuss at the meeting in the Discussion Items panel.

13.   Enter the details of the meeting in the Meeting Notes panel.

14.   To include any additional files that may be related to the meeting, add them by clicking the Supporting Documents tab, then clicking Add Files >  Another Project File. Navigate through the folders until you locate the file, then click Open. Repeat as necessary until you have added all the necessary files.

15.   Add any related Project Center items in the Related Items tab.

16.   Enter any keywordsIn Project Center, keywords are words you can add to project items to use for filtering and searching. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers and dialog boxes. You can then filter the list of items using the keywords to quickly find the items you are looking for, as well as do a project search for items containing the keywords. in the Keywords field as necessary.

17.   Mark the View Form and Send Meeting Minutes checkbox to send an email message containing a summary of the meeting to the meeting participants and open the Timeline Item form.

18.   Click OK to add the meeting to the project timeline and meeting minutes. It is added to the day you selected.

 

To add a meeting from the Project Center Add-in for Microsoft Outlook

See Add Meetings from the Project Center Add-in for Microsoft Outlook.

 

To add new meeting types

See Add New Meeting Types to a Project.