Meeting Management with TRIM Context 6

TRIM Context Meeting Manager enables you to turn conference room ideas into real organisational action

Transform Meetings into Real Organisational Action

Meetings serve a critical purpose in every organisation. Effective meetings can save valuable time and can help transform discussions into quantifiable outcomes. Successful meetings add real value to your organisation—generating ideas and actions, then progressing actions across the business and ensuring sound communication to key stakeholders.

Now you can bring structure to the information required to make meetings more efficient and effective, with TRIM Context 6 Meeting Manager. Built on TRIM Context® 6, the award-winning Enterprise Content Management (ECM) solution from TOWER Software, Meeting Manager can be the cornerstone of your meeting success, allowing you to control and automate the meeting process according to your business requirements. From pre-meeting preparation to on-site meeting execution through post-meeting follow-up and beyond, Meeting Manager organises the meeting for you, so you can focus on results.

Organise Your Agenda and Prepare to be Successful

Why Meeting Manager?
There are a multitude of scheduling and calendaring products available today. These tools serve as an automated administrator that checks schedules and coordinates meeting times from a group calendar. Some even provide the ability to perform meeting follow-up.

TRIM Context 6 Meeting Manager does this and much more. Meeting Manager manages the entire administrative process of meetings, adding value before, during, and after the event.

Meeting Preparation
Meeting Manager starts by automating meeting set-up. Whether weekly, monthly or ad hoc.

Once the meeting is set, you can automatically create the agenda from standing items and submitted agenda items, and then secure approval for the agenda. Once approved, the agenda becomes a searchable object within TRIM Context 6. Users can simply highlight the meeting and access all associated documents, including the agenda. Meeting attendees with appropriate permissions can also add associated documents as necessary that will then be easily searchable within the context of that same meeting.

Meeting in Action
Once the meeting has begun, TRIM Context 6 Meeting Manager continues to provide automated management capabilities including:

• Attendance – tracks meeting attendees and logs attendance within TRIM Context 6 as a business record
• Voting – record the outcome of the vote, i.e. carried or rejected. Votes can be recorded as anonymous or by the name of the voter, based on the voter’s preference.
• Minutes – allows the minute-taker to create minute items based on agenda items and compose the minutes during the meeting. The minutes can be kept public or private during the meeting, based on user preference. Once the meeting is about to end, the minute-taker can present the minutes and have attendees approve them as part of the meeting process, increasing meeting accuracy and productivity.
• Follow-up – automatically assigns follow-up tasks to the appropriate user based on the real-time approval of the minutes.

After the Meeting
Once the meeting is adjourned and the agenda is filed, you can initiate postmeeting tracking capabilities. Follow-up tasks are assigned users, and tracked, through automatically generated emails.

Through tight integration with TRIM Context 6, Meeting Manager lets you easily publish meeting agendas and minutes to your website, enabling local governments and councils, for example, to meet their obligation of making formal agendas and meetings available to citizens.

Solid Foundation, Enterprise Integration
TRIM Context 6 is built on more than 22 years of record and document management experience. The Meeting Manager solution builds on this solid foundation to seamlessly integrate meeting management capabilities with the business operation of your organisation.

With this level of integration, the advantages of TRIM Context 6 are at your fingertips. Information from previous meetings stored within TRIM Context 6, for example, can serve as a source for ideas or decisions for future meetings. In addition, based on security rights, key stakeholders can easily find and view the meeting agenda, associated documents, minutes, and actions, as they are managed by TRIM Context 6.

TRIM Context 6 Meeting Manager ensures that all meeting information is preserved as a formal business record. At the same time, and according to security rights, it is accessible to key stakeholders across the organisation and outside the organisation as required.