The amazing rolling minutes

The permanent meeting minutes

Create a document and make the meeting's participants editors. We usually use a structure like this:

Project overview: A simple table, always contains an updated status for the individual projects.

Pro-tips:

• Responsables and next actions are personal favourites of mine.

• If you need to keep track of what the table looked like last week, use "Name current version" and name each weeks' version when you're done updating.

Minutes: Insert a new heading with the date for each meeting, so that older meetings sink to the bottom over time. Newest meeting first! You can now automate meeting notes.

Pro-tips:

• Work with "View outline" enabled so you can easily consult past meetings. No need to insert an index!

• If your meetings have fixed elements (review open to-dos, listing participants) consider having a blank "copy me" block that you can copy each time.

• Insert cancelled/skipped meetings too, it will make your document self-explanatory.

• Work with comments to assign to-dos!

• Insert links to any reference files you might need, perhaps using elegant chips.

• Format your document professionally.

A repeating calendar event

This one should be easy. Create a repeating meeting and attach your new minute file. Make sure to give all guests access rights.

All instances of your repeating meeting will have the same document.

Rolling Minutes double as an agenda. The chances that you and your team come unprepared for a meeting just dropped considerably.

Two things to consider:

• All calendar attachments are saved to Drive, so external participants will not be able to access.

• If you have secretive business and invite different people to your meetings each week, be careful about sharing your rolling minutes with them. Consider not sharing or using traditional minutes.

Find more calendar best practices here.