Meeting module
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      2. Meeting module

      1-on-1 meeting

      This is what 1-1´s meeting is and how it works.


      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.

      1. Set up a meeting with a filled or blank template

      2. Edit meeting details

      3.  Set up meeting agenda with talking points and tasks

      4. Share and start meeting 

      The basics 
      • Everyone can host a meeting.
      • Everyone can be an attendee of a meeting.
      • A meeting can have one or multiple attendees, but only one host.
      • Only attendees and host have access to the content of the meeting.
      • If the meeting is about someone specific, e.g performance reviews or 1-on-1s, the meeting can be tagged with that person, using the field "Regarding". 
        • "Regarding" - is the meeting about a specific person?
          The employee the meeting is "regarding" will not be able to see the meeting if the employee is not also an "attendee". 
          The "meeting host" or "attendees" can still find the meeting under the "regarding" employee´s profile in Huma. 
      • Choose from a predefined meeting template or create your own.
      • Do you wish to create the same meeting for several employees? Check out meeting rounds here.

      How do I create a new meeting template?

      If you want to create your own meeting template, go to "Templates", and here you will see a list of your own templates. To create a new template, click "Add Template" and then fill out the name, description, and meeting agenda.

      You can also find meeting templates created by Huma under "templates", and just click "use template" if you dont want to make your own. 

       

      Can I edit an existing template?

      Yes, you can. When you are editing in "meeting agenda" you can delete or fill in talking points. 
      If you want to add a talking point, just go to the bottom of the page and fill out the blank "add a talking point" and click the "+" sign. 

      If you want to delete a talking point, click the three black dots and "delete". 

      What permissions do I need to manage templates? 

      You need a "system role" with full access to meetings. With this permission you can add, update and delete templates. 

      How to set up a 1-on-1 meeting in Huma

      Click "new meeting" and choose a pre filled template created by Huma, or your own. 

      1. Set the name of the meeting and choose attendee(s) and regarding. 
      - regarding - if the meeting is about someone specific, e.g  performance review or 1-on-1s, the meeting can be tagged with that person by regard. Will not be granted access to the meeting.

      - the meeting host will automatically be the one "creating the meeting".

      2. Set agenda
      Fill out "meeting description" and set the agenda for the meeting. Fill out "talking points", "notes" and "tasks". 

      The meeting host can add 'preparation notes' to agenda items. These notes are hidden from attendees while the meeting status is OPEN and become visible only after the meeting is completed.


      3.       Manage follow-up task

      Add follow-up tasks to each "talking point" by clicking "add task". Task can be assigned to

      • One of the attendees
      • A specific person
      • A team or location

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

      Members of a team or location can be assigned directly or they can claim the task themselves.

      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. 


      4. Create and share meeting
      Once you have finished editing the meeting, click "Share" at the top right corner of the screen.

      - Open 
      Participants have access to the agenda and can add discussion points.
      Participants cannot see the meeting notes.

      - Completed 
      Participants can view and read the meeting notes.

      - Set meeting date 
      Choose to send the meeting invitation in Huma, Google Calendar, Office365 or Desktop. 

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

      Then click on "share meeting" and the meeting is now created.  The attendee(s) will then receive notifications on both email and phone. 

       

      The process (before, during and after a meeting) 

      Before a meeting: 

      1. When meeting is in DRAFT attendees can't see the meeting, but they can see tasks that are assigned to them.
      2. The meeting host can enter meeting notes in the agenda items as separate 'preparation notes.' These are not visible to meeting attendees when the meeting is shared and the status is OPEN, but become visible only when the meeting is completed.
      3. When the agenda is set you can share it with attendees
        1. Set a meeting date and check availability of the attendees
        2. Set meeting status to OPEN
      4. 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 which makes the notes available to the attendees

      After the meeting

      • Only attendees and meeting host have access to completed meetings. 
      •  Meeting host has full access to the meeting and can re-open a meeting to make changes in f.x notes. Note that reopening the status of a completed meeting will notify all the meeting attendees. 
      • Attendees can see meeting including notes 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.

      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

      • 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

      Can everyone add meeting notes? 

      It´s only the meeting host that can add meeting notes for now. If you would like to have this feature, register it here.

      tutorial-meetings

      What is the 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".

      How do I 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 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". 
          1. Click on the "Meeting host" field and choose another employee.

          2. 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". 

          3. 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". 

      4. 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". 

      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. 

      Will the new team leader have access to the old leader's 1-on-1 meetings and meeting documents, or is it the individual who has access to these?

      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. 

      Do you have any features you wish for in this module? Click here! 

        

      Subscription: business/enterprise plan 

      Roles: systemadmin to handle the module, but not to set up or handle a meeting.