1-on-1 meeting

Table of Contents

• What are 1-on-1´s meeting in Huma

Templates

• Create a new meeting template
• Edit an existing template
• Required permissions to manage templates
• Import or export templates

Set up meeting in Huma

• How to set up a 1-on-1 meeting
• The process: before, during and after a meeting
• Access and meeting status
• Everyone can add meeting notes
• Difference between "regarding" and "attending"
• Difference between a note and a private note
• Edit "meeting host", "attendee" and "regarding"

General meeting questions

• Can everyone host a meeting?
• Can I send out the same meeting template to multiple employees?
• Meetings are not automatically transferred to new supervisors
• Download the meeting as PDF

What are 1-on-1´s meeting in Huma

1-on-1´s meeting in Huma allows you to have productive and meaningful meetings to improve your employees’ performance and productivity. Build collaborative meeting agendas, record decisions, and keep track of the follow-up tasks.

 

 

Create a new meeting template

To create meeting templates, you´ll need a "System role with Full access to Meetings Management".

If you want to create your own meeting template

1. Go to the "Meeting module"
2. Navigate to the "Templates tab"
3. Click "Add template..."
4. Choose "New meeting template" or "Import from file"
   1. You can import meeting template that you have exported from Huma
5. If you choose "New meeting template", give it a name and click "Continue"
6. Go to your new template
7. Fill out Meeting template name, description and add talking points
   1. You can add talking points from other templates by clicking "Add from template" at the bottom of the page
8. Click "Save"

 

 

Edit an existing template

You can edit talking points, change icon and description.

1. Go to the "Meeting module"
2. Navigate to the "Tempaltes tab"
3. Find the template on the list
4. Click the three dots to the right of the template in the list
5. "Edit"
   1. You can also edit the template by just clicking on it on the template list

 

 

 

Required permissions to manage templates

You will need a "System role with Full access to Meetings Management" to manage templates.

With this permission you can 

• Manage meeting rounds
• Add, update and delete meeting templates

 

Import or export templates

You can both import and export meeting templates in Huma. 

 

Import

1. Go to the "Meeting module"
2. Navigate to the "Templates tab"
3. Click "Add template"
4. Choose "Import from file"

 

• Supports meeting templates created in and exported from Huma
• Maximum file size: 10MB.
• You can import multiple templates at once.

 

 

Export

1. Go to the Meeting module
2. Navigate to the "Templates tab"
3. Click the "three dots" to the right of the template in the list
   
4. "Export"

 

• The export will be saved locally on your computer. 

 

 

How to set up a 1-on-1 meeting

To set up a 1-on-1 meeting in Huma, simply create a new meeting, add attendees, and define your agenda.

 

DRAFT

1. Go to the "Meeting module"
2. Click "New meeting"
3. Choose a pre filled template or a blank meeting
4. Set the name of the meeting and choose attendee(s) and regarding.
   
   1. The user who creates the meeting will automatically become Meeting host.
5. Set agenda by creating talking points, notes and tasks

 

• Manage follow-up task

• • Assign tasks to one of the attendees,  specific person,  team or location

1. • • If you create a task, the person the task is assigned to will be notified immediately (in status: DRAFT)

1. • • If a task is shared with an entire Team or Location, it is marked as completed once one person on that Team/Location completes it. 

        

PREPARATION

Once you are finished with setting up the meeting agenda, click "Next step" at the top right corner of the screen, and enter "Preperation".

In "Preperation"

• Attendees will get invited and can contribute to agenda.
• Attendees can add notes to each talking point.
• Attendees can add their own private notes.
• Attendees can’t see summaries on talking points.

 

You can also set the meeting date

• When you invite via Office365 or Google, the recipient immediately receives an invitation with a link to the meeting.

 

CONVERSATION

Once you are finished with setting up the meeting agenda, click "Next step" at the top right corner of the screen, and enter "Conversation".

• Attendees’ notes on talking points will be shared with all attendees.
• Attendees can’t see summaries on talking points.

 

Once you and your employee are done with the meeting, add summary and click "Complete meeting".

 

 

The process: before, during and after a meeting

 

Before the meeting

• DRAFT

• • Attendees can't see the meeting, but they can see tasks that are assigned to them.
  • The meeting host can enter meeting notes in the agenda items as separate 'preparation notes.' These are not visible to meeting attendees until the meeting status is CONVERSATION.
  • Host can add their own private notes, which will never be shared with anyone.
    • Set a meeting date and check availability of the attendees
    • Set meeting status to PREPARATIONWhen the agenda is set you can share it with attendees
      
      

• PREPARATION

• • Attendees are invited to the meeting. They can start preparing by adding agenda items and their own notes for each agenda item.
  • Everyone  can add/manage their own private notes, which will never be shared with anyone.
  • All attendees, included Host will only see their own notes. Agenda items added here will be visible for everyone
  • When everyone is ready with their preparation:
    • Set meeting status to CONVERSATION

 

During the meeting

• CONVERSATION

• • Meeting host and attendees can still add notes under each talking point in the agenda. This will be shared with everyone directly.
  • Meeting host can add follow-up tasks, assign them to a specific person or a team and add a due date.
  • Everyone can add/manage their own private notes, which will never be shared with anyone.

• • Meeting host can add a summary for each agenda point. This will not be shared with attendees until the status is set to COMPLETED.
  • When meeting is over and any notes and summaries have been added:
    • Set meeting status to COMPLETED

 

After the meeting

• Only attendees and meeting host have access to completed meetings. 

• Meeting host has full access to the meeting and can change status to make changes in f.x notes or summaries. Note that changing the status of a completed meeting will notify all the meeting attendees. 
• Attendees can see meeting including notes, summaries and follow-up tasks
• Follow-up tasks are also available to the attendee under their tasks and on the dashboard. 
• 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.
• Everyone can add/manage their own private notes, which will never be shared with anyone.
• Access to meeting is not determined by user or system role,  but by  "attendee" or "meeting host" roles within the meeting details. 

 

Access and meeting status

A meeting can be in the following states

• DRAFT

• PREPARATION

• CONVERSATION

• 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 manage their own notes

• MEETING HOST can manage summaries

• MEETING HOST can change status to either PREPARATION, CONVERSATION or COMPLETED

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

• MEETING HOST can delete a meeting

 

PREPARATION

• MEETING HOST can manage all talking points
• ATTENDEE can manage their talking points
• MEETING HOST can manage their notes
• ATTENDEE can manage their notes
• ATTENDEE OR HOST CAN NOT see other attendees notes
• MEETING HOST can manage tasks
• ATTENDEE can see follow-up tasks
• MEETING HOST can manage summaries
• ATTENDEE OR CAN NOT see summaries
• MEETING HOST can change meeting status to either DRAFT, CONVERSATION or COMPLETED
• MEETING HOST can edit meeting details (title, meeting date, host, attendees and regarding)
• MEETING HOST can delete a meeting

 

CONVERSATION

• MEETING HOST can manage all talking points
• ATTENDEE can manage their talking points
• MEETING HOST can manage their notes
• ATTENDEE can manage their notes
• ATTENDEE OR HOST CAN see other attendees notes
• MEETING HOST can manage tasks
• MEETING HOST can manage summaries
• ATTENDEE can see follow-up tasks
• ATTENDEE OR CAN NOT see summaries
• MEETING HOST can change meeting status to either DRAFT, PREPARATION or COMPLETED
• MEETING HOST can edit meeting details (title, meeting date, host, attendees and regarding)
• MEETING HOST can delete a meeting

 

COMPLETED

• ATTENDEE and HOST can see all notes
• ATTENDEE and HOST can see follow-up tasks
• ATTENDEE and HOST can complete their follow-up tasks assigned to them
• MEETING HOST can change status to DRAFT, PREPARATION or CONVERSATION
• MEETING HOST can delete a meeting
• MEETING HOST can delete a meeting
  
  
  
  
  

Everyone can add meeting notes

Yes, everyone can add notes to each talking point.

• Meeting hosts can start adding notes in DRAFT.
• Attendees can start adding notes in PREPARATION.

When the meeting enters CONVERSATION status, the notes will be shared and visible to all in the meeting.

Everyone can also add Private notes, which never will be shared with anyone.

 

• • 

 

 

Difference between "attendee" and "regarding"

• "Attende" are employees that gets access and attend to the meeting.
• "Regarding" are the employee the meeting is regarding about, and it is not granted access unless they are an "attendee". 

If the meeting includes an "regarding", the "attendees" can find the meeting under the "regarding´s" profile".

 

Difference between a note and a private note

• Note is connected to specific talking point, and will be shared with host and all attendees when the meeting enters CONVERSATION status.
• Private note is a general note connected to the meeting. Host and attendees are all able to add their private note, but it will never be shared with anyone.

 

Edit "meeting host", "attendee" and "regarding"

You can always edit roles in the meeting details. To edit roles you need to be the meetings host of the current meeting and

1. Go to the "meeting module" and select the current meeting
2. Navigate to "Edit meeting details"
3. Add or remove employees from/for "Attendees" or "Regarding" field.

You can also edit the "Meeting host role". 

• Click on the "Meeting host" field and choose another employee.
•  If you still want access to the meeting, edit "Meeting host" and click "Keep access". Then you will become an  "Attendee" if the new "Meeting host" was already an "Attendee". If not, you need to register yourself as an "Attendee" before clicking "Save".
• If the meeting is in status "Draft" the meeting will no longer be available in your "Your meeting" list, until the new "Meeting host" sets the status to "Open".
• When you have edit the roles click "Save" and the meeting details will then be updated.
• To do this the meeting also needs to have the status "Draft" or "Open". 

 

General meeting questions

Can everyone host a meeting? 

Yes, everyone can host a meeting. You only need a "system role" to handle templates, or to start a meeting round. 

Can I send out the same meeting template to multiple employees?

Yes you can, through meeting rounds. Learn more about it here.

Meetings are not automatically transferred to new supervisors

Transfer of meetings does not happen automatically and is not based on "roles" in Huma. It is at the individual level, as specified under "meeting details" for the meeting.

This means that when a leader deactivates their user account in Huma, the employee taking over the role will not automatically gain access to the meeting or the meeting notes.

Read more about what happens when a user is "deactivated" or "deleted" in Huma here. 

 

Download the meeting as PDF

All attendees can download the meeting as a PDF. The exported file will include notes, summaries, and tasks, but private notes are excluded.

1. Go to the "Meeting module"
2. Select the meeting you want to download
3. Click the "three dots" in the upper right corner
4. Select "Download as PDF"
5. The PDF file will be downloaded locally on your computer