Say goodbye to meeting minutes anxiety – write, review and e-sign with ease!
Writing and managing Board meeting minutes can be a cumbersome and inefficient process. Often, the process involves drafting the document in Word or some other app locally on the secretary’s computer, emailing it around for review, making edits, and then uploading it to a separate service for e-signing. This can lead to version control issues, delays in obtaining signatures and delays to get the final document distributed to everyone who needs it.
There must be a smoother and less time-consuming way to handle this, right? Of course there is! We have just introduced a game-changing feature that dramatically will improve the way you drafting, reviewing, editing, and e-signing your board meeting minutes. And we’ve been working hard to develop a secure and streamlined process that allows you to do all of this conveniently directly in Hippoly. It’s never been easier or faster to manage your board meeting minutes. Here’s how it works;
1. Create the minutes document
The person who is appointed secretary for the meeting creates the Minutes from the meeting page. Minutes can either be created from scratch, be based on the meeting agenda or based on the minutes from a previous meeting.
2. Write minutes and share for review
During the meeting the secretary writes the minutes directly in Hippoly. When the secretary wants to get feedback the minutes are easily shared with appointed reviewers. Reviewers can make comments directly in the minutes document and the secretary automatically gets notified when each reviewer has completed the review. The secretary can easily make edits based on the feedback.
3. E-sign the board minutes
Once the review is complete, its time to sign the minutes (you can of course sign the document at any time without conducting a review). The secretary starts the signing process and will have full control over who have signed or not and can send reminders if necessary with a click of a button. When the document is signed all meeting participants will get automatically notified that the minutes are signed and that the pdf-version of the signed minutes is available.
Other improvements
In addition to the minutes feature, we have also made a series of minor improvements with the aim of improving the overall experience for those who work with meetings in Hippoly. Below are some of these.
- When sharing or updating a meeting there is now an option to not send out calendar events via email.
- Meeting description text is moved to the meeting header and is now also included in calendar events sent out by email.
- It is now possible to create meeting agendas also for past meetings that has been conducted back in time.
- Workspace administrators can now edit all meetings and meeting content without the specific role of Meeting administrator.
- Meeting administrators can now also see and edit meetings with the status Draft.