How to get started with Projects & Meetings Module? (Workflow)

How to get started with Projects & Meetings Module? (Workflow)

Objective:

Project - Any long-running projects can be logged here. Responsible project members can update notes about work-in-progress which will trigger an email alert to all members watching the project.

This helps to understand the effort put in and also the project stage it is in. Ensures continuity of work on projects - easy hand over of projects if the issue owner is going to be away for a long while.

Example of Projects: Construction, Painting work, water harvesting, etc.

MeetingWe can use this module to organize a Meeting for Managing Committee, Only Owners or for all the Members of the society. We can generate and share the Meeting report with Agendas and Minutes of the Meeting with the selected users.

Example of Meetings: Monthly MC meeting, Quarterly GBM, AGM, etc.

Task- Tasks can be used to assign responsibility or recurring works to any committee member or office staff.

Example of Tasks - swimming pool cleaning, asset servicing, security checks, Identify painting areas, etc.

Setup & Usage:

Meetings:

Open Tab:  Here you will find all the Meetings that are currently kept open.


Closed Tab:  Here you will find the list of all the Meetings that are closed.




To set up Meetings:
  1. Go to Admin >> Projects & Meetings >> Meetings
    b. Click on ‘Create Meeting’ button
    c. Enter meeting date, time, topic, venue, notes and agendas.
    d. Scroll Down. Select Attendees of the meeting, set email+sms alert before meeting.
    e. Click on ‘Create Meeting’.
  2. Once after the meeting is done, update meeting minutes and resolution for each agenda.

Thereafter system will generate a meeting report which can be shared with attendees or selective users.




Projects:

List View Tab:  Here you will find all the Projects created and displayed in a vertical scrollable list.


Open Tab:  Here you will find all the projects that are currently open.




In Progress Tab:  Here you will find the list of Projects on which we are currently working on and their status is currently marked as In Progress.


Closed Tab:  Here you will find the list of all the projects that are closed.


To set up Projects:
  1. Go to Admin >> Projects & Meetings >> Projects >> Open
    b. Click on ‘Create Project’.
    c. Enter Project detail, status, and priority level, project-driven by, Target date, any note and update Watchers (all updates on this project will go as an e-mail to watchers selected).
    d. Click ‘Save’.

Thereafter you can keep updating the project notes and that gets notified to all the watchers.




Tasks:

Open Tab:  Here you will find all the Tasks that are currently kept open.

Closed Tab:  Here you will find the list of all the Tasks that are closed.

Recurred Tab: Here you will find the list of recurring tasks.


To set up Tasks:
  1. Go to Admin >> Projects & Meetings >> Setup
    a. Enter task categories like Housekeeping, Parking, Data management, etc. And click   ‘Save changes’


   2. Now click on the 'Tasks' tab.
       b. Click on the ‘Add task’ button.


c. Select a task category, enter task description, Assign to member


d. Click 'More' to Select the begin date and the due date for the task. Or set the recurrence period
e.Click on the ‘Add task’ button.