RAPID for Meeting Admin - Running a meeting with RAPID methodology

Learn how you can manage a meeting using the RAPID decision-making methodology - as the Meeting Admin

 

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Before the meeting

Schedule or manage the meeting event

• In your Outlook calendar, ensure you have a meeting event or create a new one
• Review the list of attendees

Create agenda

• From the Decisions app, locate the meeting event and create a new agenda
  • You can either start with a Blank agenda, Template, or use the AI Agenda to create one for you

• • For Recurring Meeting Series you can also use a Standing Agenda to create agenda template for the whole series
• Choose Storage Location
  • There should already be a Teams team and channel configured for your forum, select the appropriate one for your Meeting Event and team

Create agenda items

• For the topics or discussions planned for the meeting create Agenda items
  • Add title, description, allocated time
  • Assign Presenter who can help prepare the agenda item and upload attachments
  • Set the type of agenda item (for Discussion, Decision, or Information)
  • Add any relevant tags (for example a project ID, business unit, market segment, etc.)

Create proposed decisions with RAPID roles

• For each agenda item that requires a decision, create a proposed decision with RAPID approval roles
  
  
• If the RAPID roles are changing per agenda item or per meeting, you can also change the assigned responsible person on each decision
  • Open the agenda item or decision in edit mode, hover over the box and click the people icon with pencil 
    

Publish agenda and notify attendees

• When the draft agenda is ready, Publish and Notify to share the agenda and make it available for attendees
  

 

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During the meeting

Activate transcript (recording) for the meeting

• To benefit from automatic meeting minutes with AI, ensure the meeting is transcribed
• In a Teams virtual online meeting enable transcription (or recording)
  

• For a hybrid or physical meeting enable transcription in the same way, but  ensure all attendees are within reach of the microphone(s)
• Learn how to enable transcription automatically

Open for approvals

• If you have enabled "Restricted approval process" for RAPID, you need to Open for approvals for the responsible roles to be able to approve 
  

Conduct the meeting and facilitate with agenda

When conducting the meeting, there multiple ways to facilitate and sometimes multiple ways in different parts of the same meeting. Here are 3 most common. 

• A. No sharing of screen or document
  • In a virtual Teams meeting all attendees will have access to the Decisions agenda in  the sidepanel app. Enabling easy access to agenda without needing multiple windows
  • In physical or hybrid meetings, each attendee can access the agenda from desktop/mobile
    
• B. Sharing screen to display agenda or other relevant information
  • When sharing the agenda or other information via screen sharing, it is recommended to split the screen between 2 applications or "screens" so it is easy to manage multiple windows
    
• C. Sharing a PowerPoint presentation
  • When using a PowerPoint presentation for facilitating the meeting or discussion, the Share PowerPoint live functionality is a great way to both share the presentation and also have access to the Decisions sidepanel app and see the attendees
    

Take relevant notes or create action items during the meeting

• The My Notes functionality in Decisions allows you to take private notes in the Decisions app sidepanel in Teams meeting or directly in OneNote. These notes are private, but can be included when creating Minutes. This will help the AI understand what is the important takeaways from the meeting.
  
• In the task tab in Decisions app sidepanel in Teams or from the Decisions Agenda you can create tasks that can be assigned to specific users and will be stored in a Planner board for this team
  

Request decision from RAPID role approvers

• Once an agenda item and proposed decision is presented and discussed, request that the responsible RAPID (RAD) roles ta a decision and approve or reject the proposed decision
  

Create additional decision in the meeting

• If there are topics and decisions proposed during the meeting, these can quickly be added to existing agenda items or by creating a new agenda item 
  

 

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After the meeting

Close for approvals

• If all proposed decisions are concluded, find the Close for approvals in the menu from agenda view.

Generate AI draft minute​s

• From the agenda view, find the Minutes button on top
  
• Select Word Template and go through the steps to open a Word document
• In the sidepanel in Word choose AI Minutes
  
• Select the input you want the AI to create the Minutes from
  • Agenda and Meeting Transcript is required to achieve a good result in the Minutes, additional options will lead to higher quality, but is not required

• Generate Meeting Minutes
• Open the draft Meeting Minutes into Word document for further editing
  • Remember to review the draft Meeting Minutes for accuracy
    
    

• Once the Meeting Minutes are reviewed and updated for accuracy, they can be shared with specific people for review, or published to finalize and lock the meeting

Publish minutes

• From the Word Decisions sidepanel, follow the steps to finalize the Minutes and share them with attendees

 

 

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Additional use case guides and helpful information

• Create, use, and manage Agenda Templates