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

BioTech_AV
BioTech_AV ✭✭
edited 03/01/22 in Smartsheet Basics

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! 😊

Answers

  • Rico Lalli
    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.

  • @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?

  • @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?

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

  • Rico Lalli
    Rico Lalli ✭✭✭

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

  • Tais O
    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
    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