Introduction to Confluence Meeting Notes with Meetical

  1. Summary
  2. Problems with Confluence Meeting Notes
  3. Faster and better Confluence Meeting Notes
  4. Create new meeting notes pages from your calendar
  5. Automations, meeting templates and other features

Watch the introduction video:

Summary

The Confluence App “Meetical Meetings” helps you to follow the best practice that every key meeting should have a Confluence page linked to the calendar event of the meeting!

Following this best practice will make it easy to prepare the agenda, gather input from participants, take notes collaboratively, record important decisions, assign and track action items and document relevant knowledge.

The main feature of Meetical is the seamless calendar integration.

New internal Confluence Calendar - connected to Google & Outlook 365

This new internal calendar allows you to connect your Google Calendar or Outlook 365 calendar to Confluence.

The Google Calendar Extension

Find agenda and meeting notes faster
The Confluence Chrome Extension allows you to find and create meeting pages much faster. (coming soon for Firefox!)
Create meeting pages faster
The Browser Extension allows you to create meeting notes pages for agendas directly from Google Calendar. In 3 seconds you have a complete page which stays up-to-date with the calendar event.

The Outlook Add-in for Confluence

The Calendar extension for Outlook allows you to create and find meeting pages in Confluence directly from Outlook

Comparison between manually created page and page created with Meetical

Manually created pages easily get outdated and miss relevant context; Meetical pages contain all essential meeting information and are linked to the calendar.

Problems solved by Confluence Meeting Notes

Meetical Meetings solves 3 main problems related to meeting notes in Confluence:

  1. Creating meeting notes in Confluence is a manual process. It's time-consuming and gets forgotten. Also, creating a page just-in-time before or even during a meeting takes too much time.
  2. The second problem is, as you can see in the video in "my archive", things get pretty messy, right? So with a manual approach, there is no real consistent naming, and meeting notes are not organized well. Pages get outdated, lost, and abandoned.
  3. Third problem: Meeting notes are not linked to the calendar events - or must be manually linked. That’s why they are very hard to find, especially for those who do not yet use Confluence very often.

Creating and managing these meeting pages manually is time-consuming and requires discipline and easily gets forgotten. Meeting pages become outdated, are hard to find and even get lost.

While Confluence includes a nice meeting notes blueprint and other meeting notes templates, manually creating pages is not scaling well and when teams get under pressure this approach might entirely fail.

Faster and better Confluence Meeting Notes

The "Meetical Meetings" App for Atlassian Confluence helps you to find, create and share meeting notes in Confluence faster and easier!

The basic concept is that every key meeting gets a dedicated Confluence page you can use before, during, and after the meeting. As best practice, these pages get linked to your calendar invites. So everybody can find the page fast and easily.

Example of a meeting page created from the calendar and connected via link

The App allows you to create meeting pages right from your calendar events in seconds and even allows you to automate the process entirely. You can connect both Google Calendar and Microsoft Outlook 365.

The first highlight feature is the new internal Confluence Calendar. You can see all your meetings there.

The internal Confluence Calendar, which comes included with the App. Your calendar remains private and only events and meetings you choose are shared with your colleagues.

For existing meeting pages, the internal calendar shows a direct link to the page. Additionally the calendar extensions included in Meetical directly show links in Google Calendar or Outlook Calendar, respectively.

Meetical ships with nice meeting macros for Atlassian Confluence! The most powerful one is the meeting overview macro. It shows the meeting status (“scheduled”, “in-progress”, “finished”, “cancelled”), the, date, time, attendees, and the attendees RSVP status. And everything is automatically kept up-to-date if something changes on the calendar.

The included meeting macro for Confluence in action.

Like the meeting notes blueprint, Meetical will create additional pages to structure meetings and keep things organized:

  • The App will create a default "Meeting Notes" index page if none exists.
  • Meetical also creates a parent page for recurring meetings.
Meeting notes are automatically organized hierarchically with the Meetical App

This is how we leverage the power of Confluence to create hierarchies by still keeping things easy to manage.

  • Meetings notes get created under a common parent (customizable)
  • Recurring Meetings get grouped automatically under a new parent page.

Create new meeting notes pages from your calendar

You have these options to find and create meeting notes in Confluence with Meetical Meetings:

  1. Google Calendar: The Meetical Chrome Extension allows you to create Confluence meeting notes directly from your Calendar in Chrome. (Firefox coming soon!)
  2. Outlook Calendar Add-in: A Desktop and Web Outlook Add-in for Confluence to create, link, and find meeting pages.
  3. New Integrated Confluence Calendar to create and find meeting notes.

The Calendar Extensions include a link to "Add Confluence Page" right from the event on the calendar. You can choose your space and template from there and use one of the included meeting templates. The included meeting templates contain also some guidance and inspiration to help you make the most of your meetings. Furthermore, you can even create your own meeting templates!

All pages automatically get populated with essential meeting information like the date, time, location, and description of the meeting invite, including all attendees and their attendance status.

To track attendance, the RSVP status is copied from the calendar by default, but you can even change the attendee's status if the Calendar status is not up to date.

Finally, the Confluence meeting notes page can be used during the meeting to collect action items and decisions. You can add task reports, jira tasks, jira task reports, trello cards and literally thousands of other additional macros are available on the marketplace to further help to keep projects on track.

Automations, meeting templates and other features

The Meetical Meetings App will automatically add a link to the meeting invite, however this is optional.

Additionally, for recurring Meetings, the App remembers the space and templates to be used and creates a page with a single click for new meetings.

But there is more: You are able to completely automate the process for recurring meetings of creating new meeting pages and linking them in the invite description.

We hope you got excited about the App and if you haven't done so, try it free and discover how meetical helps your meetings become more effective and productive!

More articles to get started:


Thanks for reading! Please reach out to support@meetical.io for any questions and feedback.