Management of meetings – Soft Xpansion Ukraine
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Solutions “Meeting Management” is a comprehensive approach to automating the planning, preparation, organization and conducting of office team activities (sessions, meetings, discussions) with the subsequent automatic formation of a protocol of decision and task assignment to responsible persons, a function of automatic control over the implementation of adopted decisions and reporting on the results of meetings.


The automation of meeting management covers the following processes


at the stage of the meeting organization:

  • Determination of the date, time and venue for holding it, with the possibility of reserving the room and the necessary equipment
  • Preparation and coordination of the topic and agenda
  • Generating the list of the event participants with the function of automatic distribution of invitations in various ways (e-mail, SMS, calendar, etc.), including sending invitations to representatives of external organizations
  • Availability of a system of automatic reminders of planned activities
  • The possibility of attaching files for preliminary familiarization of the meeting participants
  • The possibility of proposing changes to the schedule of meetings and their automatic approval

during the meeting phase:

  • Documenting decisions taken at the meeting
  • Automatic generation, distribution and coordination of the meeting protocol
  • Notification of the meeting participants and other interested parties about the approval of the protocol

at the stage of execution of the adopted decisions:

  • Automatic dispatch of tasks and assignments to performers
  • System of automatic reminders about assigned tasks and terms of execution
  • Control over the implementation of adopted decisions, automatic notification of stakeholders about the implementation of decisions

Automation of meeting management also includes:


  • The possibility of creating regular, recurring meetings linked by a single theme
  • Visual display of the consolidated schedule of official events
  • Operative search for information (topics, questions, protocols, solutions) in the system for various attributes
  • Generating the history of meetings, automatic calculation of their statistical characteristics, timing of meetings
  • Generation of reports on the status of decisions on meetings
  • Integration and synchronization of the meeting plan with a personal and corporate calendar with the purpose of work flow harmonization

The company Soft Xpansion Ukraine offers modern software solutions for automating of key business processes on the basis of the platforms Alfresco, Docsvision, OpenText Documentum, Microsoft SharePoint.

The company Soft Xpansion Ukraine carries out the complete cycle of implementing and provides technical support of typical solutions as well as carries out works of developing and adjusting the offered systems to the special requirements of your enterprise or institution.

 

 

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