Conduct a meeting

You can do the following to conduct your meeting

  • Launch the Microsoft Teams video conferencing for remote invited parties

  • Have the attendance sheet signed to confirm attendance and absences during the session

  • Take personal notes on each item and sub-item of the agenda

  • Open and close votes to gather feedback from participants on multiple topics

  • Close a finished meeting for archiving

Launch your Teams meeting

If you chose to add a Microsoft Teams video conferencing link when planning your meeting, launch the video conferencing and allow participants in the waiting in the lobby to join the meeting.

  1. In the Meetings section, select the meeting you are conducting.

  2. In the meeting's detailed view, click Join Teams meeting and log in to your Microsoft account.

  3. Once you are logged in, you'll be redirected to the meeting in your Microsoft Teams application.

    if prompted, authorize Microsoft Teams to access your microphone and camera.

  4. Click Join now to join the virtual meeting.

    As a security measure, participants will wait in the lobby until you admit them into the meeting.

  5. In the window that appears, click View lobby to view the list of participants that are waiting in the lobby.

  6. Admit each participant into the meeting by by clicking on the checkmark next to their name.

    Tip

    You can also click Admit all to admit everyone currently in the lobby.

Have the attendance sheet signed

As the meeting organizer, the signed attendance sheet allows you to account for those in attendance and to certify that the quorum is present.

The attendance sheet becomes available to be sent for signature as soon as your meeting starts.

Send the attendance sheet for signature

  1. In your meetings list, select the meeting you are conducting.

  2. From the meeting detailed view, tap the Agenda tab.

  3. When the meeting starts, click Send Attendance Sheet.

  4. Select the participants who will be required to electronically sign the attendance sheet, then click Next.

    Note

    By default, participants who have confirmed their presence and those who have not yet responded are pre-selected.

  5. Modify the document title if needed, then go to the location where you want to save the attendance sheet.

  6. When you have finished, click Send to send the attendance sheet for signature.

    Participants will then receive an email allowing them to sign the attendance sheet.

    Tip

    You can track the progression of signing in real time from the Agenda tab:

Close the attendance sheet

By default, the attendance sheet closes automatically when all participants have signed it. However, if necessary, you can also close the attendance sheet manually, provided that at least one participant has signed it.

  1. In your meetings list, select the meeting you are conducting.

  2. Go to the Agenda tab.

  3. Click Close the attendance sheet, then Close.

Download the signed attendance sheet

Once closed, the attendance sheet can be viewed and downloaded from the Agenda tab of your meeting.

Participants will also receive an email allowing them to download a copy of the signed attendance sheet.

  1. In your meetings list, select the finished meeting.

  2. Go to the Agenda tab.

  3. Click the three dots next to the attendance sheet and select View or Download.

Take personal notes

When you are attending a meeting, you may take notes on each item or sub-item of the agenda. These notes are strictly personal and are visible only to you.

  1. In the Meetings section, select the meeting you are conducting.

  2. In the meeting's detailed view, click the Agenda tab.

  3. Expand the item or sub-item to which you want to add notes.

  4. Write your notes in the dedicated field.

    Once added, personal notes are automatically saved and are immediately available to you across all Oodrive Meet (web and mobile).

Please note

If you are the organizer for a meeting, you will only be able to take and view notes from your mobile application.

Open and close a vote

As a meeting organizer, you have the possibility to gather feedback from meeting participants on a variety of topics via voting. Once created, votes can be opened or closed at any time from the detailed view of the meeting.

Opening a vote

  1. In the Meetings section, select the meeting you are conducting to access its detailed view.

  2. View the voting questions in the Information or Agenda tab.

  3. To open a vote In preparation, Click Open vote twice to confirm the opening of the vote.

Once voting is open, meeting participants will be able to cast their vote. As the organizer, you have the possibility to take part in the vote if you are also a participant.

Closing a vote

  1. In the Meetings section, select the meeting you are conducting to access its detailed view.

  2. View the voting questions in the Information or Agenda tab.

  3. Select the Open vote you'd like to close, and Click Close vote twice to confirm the closing of the vote.

Once the voting session has been closed, results are frozen and participants may no longer participate in the vote. You will then be able to view the final results.

Conclude the meeting

When your meeting is finished, you can change its status from Published to Finished to officially conclude the session.

Once this change is made, the meeting content will no longer be editable but documents can still be added as related documents or added to a new agenda item, especially if you wish to add meeting minutes.

  1. In the Meetings, select the meeting you want to conclude.

  2. In the meeting's detailed view, select the Finished status.

  3. Click Save.

Ressources