General: |
1. |
Regularly update the information. |
2. |
Divide the types of information into broad categories. These categories correspond with the key numbers.
Eg: For a steering committee: management and coordination, per project, general
Eg. For an executive committee: per milestone or main category. |
3. |
Each category has a section for Outstanding and Completed actions. Move the completed actions to Completed once feedback has been received. |
4. |
Should more categories be required, select an existing category in full and copy it at the bottom of the page. |
5. |
If you would only like to add information in a cell, press F2. The cursor will automatically move to the end of the last word. |
6. |
Add the latest actions at the top. Select the line just below the heading. Go to INSERT MENU and click on ROWS. |
7. |
Mark the actions that have been added since the previous event in BOLD. This will make it easy to differentiate between old and new entries. |
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Available fields (on register page):: |
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Name of meeting |
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Replace it with the name of your particular meeting. |
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Venue, time |
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Stand in the cell and press F2. The cursor will automatically be at the end of the word. |
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Provide the necessary information. |
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Date |
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Replace the word with the date. |
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Item |
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Provide a brief summary of the main task. This column is used to sort information according to certain main tasks. |
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A, D, N (Action, Decision, Note) |
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Use the relevant letter to indicate the nature of the description. Is it something that has to be done (action), or to be decided (decision) or a note (note) for future reference. |
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Description |
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Provide more information on what is required. |
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Responsibility |
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Who is responsible for completing the action or executing a decision? |
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For |
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By when must the action be completed or the decision be taken? |
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Body |
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To which body must this information be given?
EC – Executive Committee, SC – Steering Committee, PB – Projects' Board |
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Date of meeting |
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On which date did the meeting take place? |
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Fields available (on Present page): |
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Name |
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List the names of the members of the body. |
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Date |
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Provide the date for the meeting |
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Below each date is a space to indicate whether the person is absent with apologies (APPOL), attended the meeting (YES) or not (NO). The list can also be used to circulate among the people so that they can sign next to their names. |
