Meetings

5.1Creating: people and a question

You create a meeting with a title, the people you invite and optionally the question that needs an answer. You invite people, not groups; whoever creates the meeting takes part automatically. Invitees get a notification and see the meeting in their overview.

• Under a project: choose the project when creating. The people of the project join automatically; extra guests you add separately.
• Adding guests later: click the participant counter on the meeting page and add someone. For a recurring meeting you then choose: only this time, or every time from now on.

5.2The conversation

• Chat: the conversation of the meeting, with @mentions to address someone. Everything stays with the meeting.
• Attachments: documents that belong to the meeting, attached directly to it.
• Recording: record the meeting with a phone, or let the note-taker bot join an online meeting. The recording is transcribed automatically and appears as a transcript in the conversation.

5.3What the AI does

• Summary: one click and the AI summarizes the whole conversation, including transcripts of recordings.
• Action suggestions: on request the AI suggests action items based on what was discussed, with a sensible owner and deadline. You accept them with one click, adjust them or skip them; no action ever comes into being without a person looking at it.

5.4The status of a meeting

Every meeting has a status. DeciDesk keeps it up to date automatically, following the course of the meeting:

Status	Meaning
Open	Input or a decision is still needed.
In execution	The decision has been taken; actions are still open.
Finished	Decided and handled. This also happens by itself as soon as the last action from the meeting is ticked off.
Archive	History: out of view by default, always findable.

When the AI is in doubt, it chooses Open. Setting the status yourself is always possible via the status pill; the AI then leaves it alone until new messages arrive.

5.5Who manages the meeting

Changing the status, adding participants and deleting the meeting is reserved for whoever is involved in the meeting: the creator, participants or managers of participants with responsibility of their own, and administrators. Deleting always asks for a confirmation; for an episode of a series you then choose whether only this time is cancelled or the whole repetition stops.

5.6A meeting in practice

This is how a meeting runs from start to finish:

• Emma creates the meeting with her three responsible people and the question: do we switch to the new planning system.
• The conversation runs in the chat; the in-person meeting is recorded and transcribed.
• The AI summarizes and suggests three action items. Emma accepts two and adjusts the third.
• The actions land with the right people, each with a deadline. The meeting switches to In execution.
• Two weeks later the last action is ticked off; the meeting sets itself to Finished, and a week later everything sits in the archive.

Nobody sent around a minutes document, and yet everything can be found afterwards: what was said, what was decided, and what came of it.