How to Lead Productive Meetings For Your Club

How to Lead Productive Meetings For Your Club

by | Jul 11, 2022 | Meeting management software

Effective meetings are paramount to smooth club and organisation operations. The information gathered during a meeting plays a crucial role in directing your volunteers to achieve your clubs’ goals. On the contrary, poorly organised meetings lead to no result and can cost your club a lot of money!

So, what are the common problems with club meetings?

Meetings can help in a club’s growth, but only if they are well-planned. An unplanned meeting usually lacks an agenda and purpose, which results in no clear outcomes. The tasks assigned to volunteers are often forgotten and never followed-up. This prevents clubs from having clear goals and can prevent your growth.

The need for a clear agenda cannot be overlooked

A clear agenda forges the path for efficient meetings. Knowing the purpose of a meeting helps all of the committee members and volunteers to be on the same page and understand their responsibilities.

It can be intimidating and time-consuming to manually create and distribute meeting agendas; however, meetingTRAC can simplify the process. meetingTRAC simplifies scheduling of meetings and provides customised agenda templates to facilitate the creation of agendas. Once created, these agendas can be electronically and automatically distributed among all committee members and volunteers in real time, ahead of a meeting to ensure everyone is prepared.

Keep track of assigned tasks

During a meeting, various tasks that need to be performed will likely arise throughout, especially during the brainstorming sections. It can be challenging for a single volunteer to take note of all important points, share them with attendees, and then follow up. Even if these tasks are divided among different volunteers, the chances of mismanagement always exist.
meetingTRAC can help organisations record minutes and share them automatically with the volunteers after the meeting. The action items can be linked to an organisation’s goals and projects as required, so the volunteers can quickly explain why an action item is important.

Integrate meetingTRAC into your organisation

meetingTRAC can help organisations save the cost and time spent on unproductive meetings. Integrating the right meeting management software into your organisation can help you:

• Stay on target and make your meetings more efficient
• Efficiently prepare for meetings and save your time
• Leverage simple follow-up and ensure that the action items actually get done

meetingTRAC as your reliable meeting management software

meetingTRAC is smart and easy meeting management software designed for clubs and organisations of all types and sizes. Integrated with complete meeting management tools, it enables easy scheduling of meetings and allows seamless creation and distribution of agendas and minutes among attendees in real time.

meetingTRAC meeting agenda and minutes software is easy to integrate into any organisation, can run on any computer or mobile device and does not require any software download.

Sign up today!

Hold Meetings Like a Pro with These Club Meeting Tips

Hold Meetings Like a Pro with These Club Meeting Tips

by | Mar 24, 2022 | Meeting management software

Does your club hold unnecessary meetings? Don’t hold enough meetings? Or you don’t know what to do after your club meeting?

Meetings are a great way to communicate with your committee members and volunteers to highlight the important tasks ahead. However, your volunteers’ time is valuable and you want to make the most of the time you have to achieve high productivity for your club and its members.

Here are a few tips that can help you drive efficient club meetings.

Step 1: Decide whether you need a meeting

Ask yourself, can this meeting be replaced with an email? If yes, there is no need to hold a meeting and waste the productive time of your volunteers. However, if a meeting is necessary, make sure it is worth your volunteers time and come prepared!

Step 2: Be picky

It can be daunting for some to speak to a large audience, and can sometimes lead to a decrease in participation. However, with less participants, everyone gets a chance to speak and contribute, allowing for more ideas to flow, leading to more productivity for your club. You can use meetingTRAC to invite your employees to the meeting with a few simple clicks.

Step 3: Have a clear agenda

This is what we mean by come prepared! The key to running an efficient meeting is to ensure that everyone knows why they have gathered and what they want to accomplish. You can achieve this with meetingTRAC that has easy-to-populate agenda templates and send via email to attendees of the meeting ahead of time so that they can come prepared.

Step 4: Stay on course

When your agenda includes everything you need to be discussed, make sure to mention the people responsible to lead each agenda item. This will provide clarity on what needs to be accomplished during the meeting and by whom, and will limit interruptions by other attendees.

Step 5: Ensure equal participation

Clubs are made up of many different volunteers, with different personalities, culture, background, etc, etc… Have open communication with your attendees to participate and share their thoughts, this promotes a flow of ideas that will benefit your club.

And finally… Step 6: Record your minutes

Imagine you have the perfect meeting and you want to recap on the points made… but no minutes were taken! Meeting minutes are crucial for an efficient meeting since they provide an overview of takeaways, action items, and people responsible for those action items. Recording meeting minutes manually can be time-consuming and intimidating for your volunteers; however, meetingTRAC has customisable minute templates and easy to follow prompts to make your meetings as productive as you.

meetingTRAC for Efficient Meeting Management
meetingTRAC is smart and easy meeting management software that automates scheduling and agenda templates, allowing minutes and actions to be recorded and distributed electronically in real time.
meetingTRAC lightens the load on Australian club volunteers by saving time, reducing stress, and empowering Australian clubs and organisations to get on with what really matters. In addition, meetingTRAC helps save money in preparing, running, and reporting on meetings.
meetingTRAC meeting minutes software is easy to integrate into any club, can run on any computer or mobile device, and does not require any software download.
Sign up to explore how meetingTRAC can help you run efficient meetings while saving your valuable time and money. Or contact us today to chat with one of our friendly staff.

Why you need a meeting management program for your club

Why you need a meeting management program for your club

by | Mar 14, 2022 | Meeting management software

Studies show more than one-third of meetings are unplanned and unproductive, thereby resulting in little or no return on the investment of time for businesses.

To run efficient meetings, it is important to have:

–> A well-defined meeting agenda
–> Someone taking care of the minutes of the meeting, follow-up action items, and key decisions taken in the meeting
–> Have tools in place to save your volunteers time before, during and after your meetings

Many clubs often miss out on these aspects and end up with lack luster meetings.

meetingTRAC is the integrated meeting management tool that can help Australian clubs to run efficient meetings. It helps simplify the scheduling of meetings, allows for instant email actions to your volunteers so they get completed on time, which saves time and improves accountability, and you are able to share real-time information with the attendees.

Agenda

Do you have trouble keeping up with the minutes during your club meetings?
A lot of clubs do not have meeting agendas, or fail to send the agenda to allow for optimal preparation. Ideally, the attendees should have the meeting agenda beforehand so that they can review the details and prepare themselves for the meeting.

To save you and your club time during your meetings, meetingTRAC has:
–> Automated distribution of agenda and minutes
-> Template agendas, with correct club agenda wording
–> Easy to customise agendas to suit your clubs specific meetings
–> Accurate meeting minute obligations, allowing you to attach previous minutes and relevant files, as well as checking the quorum and seconding motions

Do you think your club could have more efficient, time-saving meetings?

meetingTRAC can help you ensure that your meetings are:
–> Target-based, making your meetings more efficient and productive
–> Easier to prepare and manage, saving you time and money
–> Easy to follow-up your volunteers so that the action items are achieved, resulting in a more productive club.

meetingTRAC as your meeting management software

meetingTRAC is smart and easy meeting management software designed for Australian clubs and organisations. It enables efficient scheduling of meetings, and simplifies the preparation and distribution of agenda and minutes electronically in real time. meetingTRAC lightens the load on organisations, clubs, and community group volunteers by saving time, alleviating stress, and enabling them to get on with what really matters, to make your club the best it can be.
Sign up to explore how meetingTRAC can help you run efficient meetings while saving your valuable time and money. Or contact us today to chat with one of our friendly staff.

Why should you invest in Meeting Management Software

Why should you invest in Meeting Management Software

by | Dec 18, 2020 | Meeting management software

In today’s digital era, meeting management software is not just good-to-have, but a necessity, especially for the organisations that waste considerable time, money and effort in preparing, conducting and reporting on meetings manually.

Meeting management involves the process of simplifying everything that makes up a successful meeting –from scheduling the meeting andcreating and distributing agendas and minutes, to following-up on action items assigned during the meeting. Avoiding any step in the meeting management process can result in ineffective gatherings that waste your time and require more meetings to sort things out. Employees spend approximately a quarter of their working hours in business meetings. If these meetings are not productive, it can be a significant cost for an organisation.

The best meeting management software facilitates the meeting management process so that businesses can boost their performance, save time, control their costs and conduct efficient meetings.

Here are a few reasons why it is advisable to invest in the right meeting management software.

• Boost employee productivity
Planning a business meeting involves multiple steps – such as preparing an agenda and distributing it among the attendees so that everyone knows the time and the purpose of the meeting. All of these steps can take considerable time that could otherwise be spent on more productive activities.
The best meeting management softwareenables volunteers, managers and attendees to easily and quickly prepare for a meeting. Software like meetingTRAC offers custom agenda templates that can be easily populated and automatically shared with participants ahead of each meeting.

• Save time and money
Conducting a meeting involves time as well as money. If the meeting is effective, both the time and money invested in the meeting pay off. However, if the meeting is unproductive, the time and money are wasted and lead to no results.

Meeting management software streamlines the meeting management process, enabling clubs and organisations to save their time, money and effort on preparing, conducting and reporting on meetings.

• Improve collaboration
Better meetings are better attended and lead to more collaborative experiences. With board meeting management software, businesses can make their meetings effective by efficiently scheduling the meeting, informing attendees about the meeting in advance, and distributing well-created agendas and minutes promptly. This promotes collaboration and eliminates any departmental silos that hinder smooth meeting management.

meetingTRAC for Efficient Meeting Management
meetingTRAC is smart and easy meeting management software that automates scheduling and agenda templates, allowing minutes and actions to be recorded and distributed electronically in real time.

meetingTRAC lightens the load on clubs, businesses, volunteers and community groups by saving time, reducing stress and empowering clubs and organisations to get on with what really matters. In addition, meetingTRAC helps save money in preparing, running and reporting on meetings.

meetingTRAC board meeting management software is easy to integrate into any organisation, can run on any computer or mobile device and does not require any software download.

Sign up for a 7-day free trial to explore how meetingTRAC can help you drive efficient meetings.

3 Benefits of Taking Meeting Minutes

3 Benefits of Taking Meeting Minutes

by | Dec 15, 2020 | Meeting management software

Every day, various important meetings take place in your organisation. Decisions made in these meetings involve considerable time and money and contribute to growth (and yes, growth is just as important in business as it is in not-for-profit organisations). With potentially crucial issues at stake in meetings, it is no wonder that meeting minutes are vital.

Meeting minutes serve as a record of what was discussed in a meeting, what actions need to be taken, who are the people responsible for those actions and when.

Unfortunately, some organisations overlook the need for taking meeting minutes and end up facing problems recalling what was discussed in their meetings. This can prevent organisations from making the right decisions in the future. One of the reasons why businesses neglect to take good minutes is the time and effort required in the process. Taking meeting minutes manually can be time-consuming and laborious. However, the right meeting agenda and minutes software automates the process. Thus, businesses can leverage the software and ensure that they do not overlook the need for recording meeting minutes just because it can be intimidating.

Benefits of taking meeting minutes
Businesses and organisations can enjoy the following benefits of recording meeting minutes:

1. Better follow-up
As an executive, you have to handle a lot of things – managing your team, deadlines, gauging the progress of the project, decisions made and more. Well-recorded meeting minutes help you with easy follow-up. In addition, you can review certain elements of a meeting – like the decisions taken – and assign a more detailed task to your team members.

2. Reference for those who were absent
It is likely that one or more people will be absent from a meeting. These individuals may have a crucial role to play in achieving the goals set in the meeting. Well-taken meeting minutes serve as a reference point to those who did not attend the meeting. Minutes provide complete information – such as what was discussed in the meeting, what was the action plan, what was the role of a specific individual and what was the deadline. Businesses can leverage meeting agenda and minutes software to take meeting minutes and share them with everyone in real time.

3. A contract between team members
The documented meeting minutes can be used as a contract between team members. For example, when you include dates in a project, recording the consent of the teams solidifies that decision. This prevents conflicts between team members and helps everyone to be on the same page.

meetingTRAC for Efficient Meeting Management
meetingTRAC is smart and easy meeting management software that automates scheduling and agenda templates, allowing minutes and actions to be recorded and distributed electronically in real time.

meetingTRAC lightens the load on clubs, businesses, volunteers and community groups by saving time, reducing stress and empowering clubs and organisations to get on with what really matters. In addition, meetingTRAC helps save money in preparing, running and reporting on meetings.

meetingTRAC minutes and meeting agenda management software is easy to integrate into any organisation, can run on any computer or mobile device and does not require any software download.

Sign up for a 7-day free trial to explore how meetingTRAC can help you drive efficient meetings.

How to make your online meetings more productive

How to make your online meetings more productive

by | Dec 7, 2020 | Meeting management software

When it comes to conducting an online meeting, clubs and businesses need to be extra careful. This is because, in the case of an online meeting, non-verbal communication is limited or missing. The chances of misinterpreting others increase in a remote meeting as compared to an in-person meeting where the participants can see each other. Although a video call is better than an audio conference call, much of the non-verbal communication is likely to be missed.

Steps to run a productive online meeting
Here are three steps you can follow to create efficient online meetings.

Step 1: Prepare – share the meeting agenda
A meeting without an agenda lacks direction. If you do not have an agenda, you are more likely to get distracted and waste time. The key to an efficient meeting is preparing an agenda with action items and sharing it with participants ahead of the meeting so that everyone knows the purpose of the meeting and what is to be achieved. This will help participants prepare and contribute effectively to the meeting.

Preparing an agenda manually can be time-consuming and intimidating. meetingTRAC meeting agenda management software automates, expedites, and streamlines the process of agenda creation. meetingTRAC provides custom agenda templates that can be quickly populated and shared with team members electronically, in real time.

Step 2: Document – take minutes of meeting
Meeting minutes play a major role in running a successful meeting. They provide a record of what was discussed and the decisions made in the meeting, the actions arising, who will be responsible for executing the actions, and more. Meeting minutes serve as a reference point to future decisions. Thus, it is important that you record meeting minutes and share them with attendees so that everyone is well-aware of their responsibilities and can work toward accomplishing their tasks.

Just like agendas, creating meeting minutes manually can be laborious. When preparing manual meeting minutes is tedious, it gets put off or neglected altogether. meetingTRAC meeting management software offers meeting minutes templates that facilitate and accelerate the recording of minutes. Once created, these minutes can be instantly shared with participants via email.

Step 3: Follow up – manage your tasks
Setting goals is one thing, but you need to make sure that the agreed-upon actions are implemented successfully to achieve these goals. Often, people forget about their tasks, which prevents businesses from achieving their objectives.

meetingTRAC meeting management software helps in the efficient management of tasks. With well-defined meeting minutes, team members can stay aware of their responsibilities and work to accomplish their tasks within deadlines. Furthermore, managers can refer to meeting minutes and gauge the progress of each participant.

meetingTRAC for Efficient Meeting Management
meetingTRAC is smart and easy meeting management software that automates scheduling and agenda templates, allowing minutes and actions to be recorded and distributed electronically in real time.

meetingTRAC lightens the load on clubs, businesses, volunteers and community groups by saving time, reducing stress and empowering clubs and organisations to get on with what really matters. In addition, meetingTRAC helps save money in preparing, running and reporting on meetings.

meetingTRAC minutes and agenda management software is easy to integrate into any organisation, can run on any computer or mobile device and does not require any software download.

Sign up for a 7-day free trial to explore how meetingTRAC can help you drive efficient meetings.