The
following articles will show a way to use SharePoint to
automate taking meeting notes and handling meetings and
meeting decisions in general.
In the demo below Peter Kalmstrom, CEO and Systems Designer
of kalmstrom.com Business Solutions, gives an overview on
the meeting articles.
Considerations when creating a SharePoint solution for
meetings management
What to store?
How many mandatory fields are necessary? Try to
keep them at a minumum!
How should data be categorized?
How to best find information?
What permissions are needed? Some meeting notes
will need strict permissions, others can be open to
all users. How to manage that in the best way?
For how long should we store the meeting notes?
How can the retention be set quickly?
Should the meeting notes be stored in lists or libraries?
Lists are more powerful in general, but if it should
be possible to print the meeting notes you need to use
libraries.
What to store?
In Peter's example he has decided to store:
Title (mandatory)
Notes (multiple lines)
Comments (multiple lines with append changes)
Chairman (person)
Internal attendees (person or group, possible to
select multiple people)
External attendees (multiple lines)
Department (managed metadata, mandatory)
Title (mandatory)
Action points (hyperlink to new tasks list).
Content types
Peter will create and publish two content types.: a Meeting
list content type and an Action Point list content type.
He uses the Content Type Hub, but today the modern SharePoint
Admin center has a Content Type Gallery that is connected
to the Hub. It is often easier to create the content type
there, but if you have to go into the Hub site there are
links from the Gallery.
By having the content types in the Content Type Hub you
can use them for the whole tenancy. Otherwise you must create
them for each site collection. Note that it can take an
hour before the content types are displayed in each site.
If it takes longer, check that you have really published
it!
When the new content types are created, Peter creates a
Meeting and an Action Point list in the team site for each
department. He uses a template to do that easily.
Find meetings
To make the meeting notes easy to find, Peter will create
a classic Meetings overview page. When the Action Point
tasks lists are beginning to fill, a web part or page with
"tasks assigned to me" is needed.
The
following articles will show a way to use SharePoint to
automate taking meeting notes and handling meetings and
meeting decisions in general. 
