Meeting Management With Minute‑Taking and Task Tracking
Meeting content can be recorded directly within the appointment, any resulting tasks assigned to the people with responsibility for them, and outcomes recorded without delay. Immediately at the end of the meeting, the meeting minutes – created at the touch of a button – can be approved by consensus straight away. This results in reliable documentation with clear lines of responsibility and a transparent status of progress.
Poolar.Project
Ease of Use and Clarity Working in Tandem
Traceability
Cooperation
Simplicity
Customisable at Project Level
Database‑Supported Logging
Types of Minutes
The ‘Meeting Minutes’ function enables you to manage different types of meeting minutes, such as client regular meetings, designer and site meetings, or other specific project meetings.
The meeting is documented in a structured manner using the tool and can be adapted to the specific circumstances.
Enter Individual Meeting Items
The input form for individual meeting items supports structured data entry. Key details, such as information on the project and the date of creation, are pre-configured. This means less time spent on the formal ‘fuss’ – you can start recording the points discussed straight away.
Synergies arise, amongst other things, from the project member directory stored in the system – which is always kept up to date – for the allocation of tasks and the recording of meeting attendees and the distribution list.
Calendar widgets make it easy to enter dates when setting deadlines. It is also possible to duplicate meeting items and edit them individually as required, including the addition of attachments.
Centralised File Storage
All log data is stored in a central, audit-proof database. This centralised file storage ensures that all entries are always up to date and fully accessible – a key principle of Poolar.Project that is consistently adhered to.
The ability to comment directly on meeting minutes and mark the status of individual items promotes transparency and supports seamless construction project management – a key advantage over traditional documentation methods.
Targeted Searchability of Content
Full‑Text Search
The powerful full-text search function allows you to search for and find specific keywords – regardless of the type of record or participant.
Pre-Set Filter
meeting items can be grouped according to predefined categories – this makes it quicker to narrow down the results.
Further Filter Options
addition to the pre-set filters, you can apply further filters.
Sorting Options in the List View
All meeting items are displayed in a dynamically sortable and filterable list, which improves navigation and clarity.
Centralised Overview and Precise Search and Find Functions
Meeting Minutes on the Dashboard
Dashboard Integration
Tasks arising from meeting items are consolidated in the project workspace’s dashboard and can be tracked directly. Depending on your individual role in the project, you can view your own tasks or check the status of others’ tasks at any time.
Timeline View
The chronological order of meeting items is shown on a clear timeline with clarity. The tasks displayed are divided into those to be carried out by the user, those to be monitored, and those assigned to others.
Status Indicator with Colour-Coded Indicators
Open, in-progress and overdue tasks are highlighted in colour to provide a quick overview.
Meeting Minutes. A Shared
Understanding. Discussions Lead to Action.
“The Poolarserver’s minutes function is a really great help for our client meetings! It enables us to clearly record all the important information and decisions, thereby optimising communication with the general planner and specialist designers.”
Ricarda Braun, Procurement Office, Campus Neues Klinikum
Distribution Made Easy
Export Meeting Minutes and Send Them Directly From the System
The Consolidated Meeting Minutes
The consolidated meeting minutes summarise all the individual points recorded during a meeting in a clear and concise document. They are generated automatically to provide a clear overview of the topics discussed.
As it can be exported as a PDF and customised, it provides a clear summary in a compact document format for all recipients.
PDF Design
The PDF design allows for a customisable presentation of the meeting minutes. In addition to the standardised text format, project-specific adjustments can be made, such as the inclusion of logos or specific layout requirements. This flexibility ensures that every set of meeting minutes is presented professionally and in line with the corporate identity. Exporting to the standard PDF format ensures that the final report document can be shared as usual.
Automated Emails
The automated email function in the Minutes module enables consolidated meeting minutes to be sent on time and in an audit-proof manner. At the touch of a button, meeting minutes are sent as PDF files to defined recipients – whether attendees or external contacts. Flexible management of recipient lists allows for the assignment of specific groups or individual addresses, depending on needs and project requirements. Every dispatch is automatically logged, ensuring complete traceability and facilitating communication within the project.
FAQs
Answers to Key Questions About Digital Minute‑Taking and Its Benefits in Day‑to‑Day Project Work
Digital meeting minutes provide a consistent and traceable record of information for all those involved. Meeting content, tasks, responsibilities and deadlines are documented centrally and are accessible without any disruption to the flow of information. This reduces misunderstandings and facilitates coordination in day-to-day project work.
This feature is suitable for all project-related meetings in which outcomes, tasks and outstanding issues need to be formally recorded. These include, for example, regular meetings with clients, regular meetings with designers and regular site meetings, planning sessions, project management meetings or internal coordination meetings within the planning team.
Yes. Tasks, responsibilities and deadlines can be recorded directly in relation to the relevant agenda items. This means that the meeting minutes are not merely a record of the meeting, but a reliable basis for further action.
Digital meeting minutes help to record decisions, to-do lists and outstanding issues in a structured way, making it easier to review them later. Particularly in construction projects involving many stakeholders, this helps to ensure a sense of accountability in collaboration and supports clear project documentation.
This feature is useful for clients, construction project managers, project leaders, designers and site managers – in other words, wherever several parties are working together and results need to be documented in a way that is easy to trace.
Yes. Meeting minutes are stored centrally in the project workspace and can still be retrieved at a later date. This means that previous meeting minutes, tasks, deadlines and decisions can be quickly viewed and reviewed as and when required. A wide range of search and filter tools are available to assist with day-to-day work.
Digital meeting minutes record the content of meetings in a structured and permanent manner within the context of the project. This is particularly important for longer-term projects, as it ensures that decisions, responsibilities and outstanding issues are not only available in the short term but can also be traced at a later date.
As a core feature of Poolar.Project, meeting minutes are not kept in isolation in individual files or emails, but directly within the central project workspace. Meeting minutes ensure a shared understanding of the information, reduce media discontinuities and ensure that relevant meeting content remains available within the ongoing project context. This facilitates coordination, improves searchability and reduces the effort involved in compiling information from multiple sources.