Meetings
Keep the agenda, notes, decisions and actions for each client meeting in one place, turn actions into tasks and share notes with the client.
Why record meetings in SEO Ops
Most of what gets agreed in a call is lost by the next one. A meeting record keeps the agenda, what was said, what was decided and who is doing what, with the client, next to the strategy and tasks it affects.
Record a meeting
- Use New meeting (from the client page or the quick actions) or open Meetings on the client.
- Choose the client and the date, and write the Agenda before the call so everyone knows what it is for.
- During or after the call, add the Notes.
- Add each Decision as its own line, so it can be found later.
- Add the Actions, each with an owner.
Turn actions into tasks
An action is a promise, and promises get lost. Choose Convert to task on an action and it becomes a real task. The task keeps a link back to the meeting it came from, so the reason for it is never a mystery. See Creating tasks.
Share notes with the client
Meeting notes are internal until you decide otherwise. Write a version for the client under Notes for the client and choose Share notes to portal. The client then sees them under Meetings in the portal. You can unshare them again. See Setting up the client portal.
Files
Attach slides, recordings or exports to the meeting. Each file has its own visibility. See Files and evidence.
Making meeting records useful
- Decisions are the point. Notes are for context; decisions are what you will want to search for.
- Convert actions straight away. An action that is not a task is a wish.
- Share a short summary, not your raw notes. The client version is what they read.
An example
An illustration, not a real client. A monthly review call with a dental practice. The agenda has three items: last month’s results, the new treatment pages, the approval for the redirect plan. After the call the notes record the discussion, two decisions (“Go ahead with the redirect plan” and “Hold the blog until the new photos arrive”) and three actions, each with an owner. The actions are converted to tasks, and a short version of the notes is shared to the portal.
Before and after the call
| Before | After |
|---|---|
| Write the agenda and share it if the client likes to prepare. | Add the decisions, one per line. |
| Check overdue tasks and pending approvals for this client, so nothing surprises you. | Convert each action to a task with an owner and a date. |
| Open the latest report and strategy. | Write the client version of the notes and share it to the portal if it helps. |
Common questions
Do meetings show on the dashboard?
Yes. Upcoming meetings are listed on the dashboard.
Does SEO Ops book meetings or send invitations?
No. It records them. Use your calendar to schedule and SEO Ops to keep what came out of the call.