Meeting rounds

Perfect if you want to prepare and set up multiple meetings at once and assign meeting host and select who the attendees should be for each meeting.

Meeting round

(Requires system role permission: Performance and Huma Enterprise subscription)

Create  multiple meetings (a meeting round) at the same time

1. Prepare the agenda for all meetings
   
   • from scratch,
   • choose a predefined meeting template
   • create your own templates.
2. Choose attendee and meeting host of each meeting:
   
   • The one creating the meeting round
   • Supervisor of all the employees
   • Specific person
3. Select status (draft or open) for all the meetings.
   
   • Start the meeting round and choose a deadline for when all the meetings should be completed.
   
   

The basics:

• Everyone can host a meeting
• Everyone can be an attendee of a meeting
• A meeting can have one or multiple attendees
• Attendees and host have access to the content of the meeting. See Access and Meeting status
• If the meeting is about someone specific, e.g performance review or 1-on-1s, the meeting can be tagged with that person.
• Choose from a predefined meeting template or create your own.

The process:

Before a meeting: 

1. Create multiple meeting via a meeting round.
2. Select attendees and if the meeting is about someone specific.
3. When meeting is in DRAFT attendees can't see the meeting.
4. When the agenda is set you can share it with attendees
   1. Set a meeting date and check availability of the attendees. Huma doesn't integrate automatically to you external calendar yet.
   2. Set meeting status to OPEN
5. When meeting status i OPEN attendees have access to the meeting agenda and can suggest their own talking points

During the meeting

1. Meeting host can take notes under each talking point in the agenda
2. Meeting host can add follow-up tasks, assign them to a specific person or a team and add a due date
3. When meeting notes are ready the host can COMPLETE meeting and make the notes available to the employee
4. A meeting administrator will have full overview over the status for all meetings in a meeting round. If they are just drafts, if the meeting is open or if it’s completed.

After the meeting

• Only attendees and meeting host have access to completed meetings
• Attendees can see meeting including notes and follow-up tasks
• Follow-up tasks are also available to the attendee under their tasks.
• If follow-up tasks have been assigned to a team, location or a person that is not an attendee of the specific meeting they will not get access to the meeting content but only to the assigned task.
• A meeting administrator will have full overview over the status for all meetings in a meeting round.

Templates

Huma have a lot of predefined templates available free to use.

You can create your own predefined templates if you have a Huma Business or Huma Enterprise subscription. 

Notes and follow-up tasks

Notes and follow-up tasks can be added to each talking points. See access and status for details.

Tasks can be assigned to

• One of the attendees
• A specific person
• A team or location
  Be aware: Members of a team or location can be assigned directly or they can claim the task themselves.

If a talking point is deleted the tasks will be placed outside of the talking point

Access and meeting status

A meeting can be in the following states:

• DRAFT

• OPEN

• COMPLETED

DRAFT

• ATTENDEE have NO ACCESS to the meeting

• Only MEETING HOST have access to the meeting

• MEETING HOST can manage talking points

• MEETING HOST can manage tasks

• MEETING HOST can change status to either OPEN or COMPLETED

• MEETING HOST can edit meeting details (title, meeting date, host, attendees and regarding)

• MEETING HOST can delete a meeting

OPEN

• ATTENDEE can manage their talking points

• ATTENDEE CAN NOT see tasks or notes

• MEETING HOST can manage talking points

• MEETING HOST can manage notes

• MEETING HOST can manage tasks

• MEETING HOST can change meeting status to either DRAFT or COMPLETED

• MEETING HOST can edit meeting details (title, meeting date, host, attendees and regarding)

• MEETING HOST can delete a meeting

COMPLETED

• ATTENDEE can see notes

• ATTENDEE can see follow-up tasks

• ATTENDEE can complete their follow-up tasks assigned to them

• MEETING HOST can see notes

• MEETING HOST can see follow-up tasks

• MEETING HOST can change status to OPEN or DRAFT

• MEETING HOST can delete a meeting