Smart Sheet Use for Project Management - Meeting Agenda (w/ Form) to Action Item Tracking (Per Proj)

BioTech_AV

Hello everybody,

First time poster. I've searched the forum to find a solution, but I wasn't successful, so decided to create my own post. I'm new to smart sheet, so would appreciate help in getting a solution for my workflow.

Just as some additional information - we currently have numerous live projects at any one time, e.g. Project A, Project B, Project, C and so on. We hold weekly Project meetings on each project and keep notes and assign tasks manually.

I am looking for a solution to integrate into Smart Sheet which would begin at:

1. Meeting Agenda --- using something similar to the Smart Sheet form such as 'meeting agenda with form -sheet' (a Smart Sheet template I have downloaded via Meeting Management ) - where the inputs from the form go to the meeting agenda sheet.
2. Meeting Minutes --- ideal would be to have the meeting agenda topics captured in the Meeting Agenda such as above, be pulled into something like 'Template of Project Meeting Minutes Template' (the smart sheet template via Meeting Management Downloads)
3. Action Items --- ideal to have the Action Items which are captured in the Meeting Minutes (above) to be pulled into 'Meeting Action Items Tracker' such as - (https://www.smartsheet.com/marketplace/us/templates/meeting-action-items-tracker) - where the items can be tracked to finish.

I am not sure if this is A. possible B. even the best way to do this -- but the idea is to have sheets be integrated from Meeting Agenda --> Meeting Minutes --> Action Items (per project).

If someone could point me to how to do this / what resources are available to do this, I would be SO grateful!!

Thank you! 😊

Rico Lalli

I do this regularly. I have a standard meeting minutes template where I record minutes, actions, issues, risks, decisions etc. Each project, each week is a separate sheet. I use a report against a workspace folder (where all the sheets are) to bring in the open items. The nice thing is when you make an update on the report, it updates the source as well.

BioTech_AV

@Rico Lalli - thank you so much! Would you be able to share how you did this? I am new to smart sheet and am still trying to figure out how one could go about putting this in place. Is there a resource you would suggest?

BioTech_AV

@Rico Lalli - hey there! just following up! Would you be able to share how you did this? I am new to smart sheet and am still trying to figure out how one could go about putting this in place. Is there a resource you would suggest?

Beth Klineman

@Rico Lalli - would love the steps to create this as well

Rico Lalli

Let me figure out the easiest way to do that (zoom video?) in a way that scrubs out specific data.

Tais O

Hi! Has anyone been able to solve for this? Would love to see what some might have come up with.

@Rico Lalli

Rico Lalli

@Tais O I've improved upon my original solution. It's a sheet with 3 column sections. I use a variety of reports to manage it. It uses some hierarchy and associated formulae to keep things organized. There are a series of 'control columns' at the far right to allow me to choose if certain items are 'customer visible' or should be moved to an archive. I color the columns separately: Red for attendance; Blue for agenda and discussion; Green for Risks/Actions/Issues/Decisions. I'd be happy to review the sheet and its reports. I can easily be found on LinkedIn

Bill in Ohio

@Rico Lalli Would it be possible to save a copy of the sheet(s) and delete all the data in them? Maybe just having that would help some of us trying to figure out a way to do this effectively. I have been fighting with the default meeting template forever it seems, and trying to find an easy way to export the agenda, and then the minutes, to staff that don't access Smartsheet at all.

Thanks for pioneering this.

Rico Lalli

@Bill in Ohio I've got a workspace with scrubbed down artifacts I should be able to share with you. Find me on LinkedIn.

Bill in Ohio

Will do @Rico Lalli , thanks.

vanstadenster

Hi @Rico Lalli - I reached out on Linkedin would love to see your artefacts and set-up. Or even a short LOOm video can maybe give me insight how best to do this.

ChristianFinke

https://community.smartsheet.com/discussion/comment/459119#Comment_459119

Hi @vanstadenster if no luck, this is something we can definitely build out. You can email me at cfinke@digitalradius.com

vanstadenster

Thanks, I have built a template which I will trail in the next two weeks and will see how it works.

ChristianFinke

Sounds good, Goodluck!