Read the complete interview
"As an international outsourcing service provider, we manage numerous customer projects with relevant project meetings, business reviews and planning meetings. For over 3 years we are using Topicshuttle, because it is a very focused tool that has led us to more commitment and reliability in our results. The tool is explained in a jiffy and the support is great."
With Topicshuttle minutes writing is faster, easier and more understandable.
Topicshuttle supports the daily project work and a clear focus on agreed content and provides an overview of current issues:
Topicshuttle is the tool that allows you to quicly capture results of meetings in a structured way and save time by avoiding media breaks:
Topicshuttle provides organizations and associations a platform for all relevant issues on which facts are created:
With Topicshuttle you can create web-based your meetings agenda, minutes and to-do lists, agree upon it with colleagues and distribute it to all recipients.
The minutes itself and every agenda item entry follows a clearly defined structure that just has to be filled with your content. That's why it's so easy to write minutes with Topicshuttle!
All entries are assigned to agenda items. You can upload documents with your agenda items to distribute them with your minutes
In the meeting minutes header you can specify the recipients, the participants, guests and tasks assignees.
For your customers/ clients you can manage all relevant stakeholders at one place. They are available for each new topic assigned to that customer/ client. Assigned to the topic you will find all relevant meeting minutes.
If the date of your meeting is still in the future, you will get an agenda for the planning of your appointment. This agenda document will become your meeting minutes later. After sending the minutes a new agenda will be created with the contents of your minutes. That will help you to plan your follow-up meeting.
You can immediately send the completed minutes with Topicshuttle. Or you may use the opportunity to agree upon the minutes with selected participants again before you send anything definitive.
Within this repeatable workflow the selected participants can record their comments in the meeting minutes. You decide on the use of the comments and send the minutes in the final version or you can use the comments function again.
At least before sending the final minutes you may want to preview the minutes document. Opt for one of the two templates, Word or pdf.
Minutes recipients receive next to the link to the minutes special overviews on tasks and outcomes.
Task recipients receive a link to their tasks and easily hang their results to the "ready message" of their duties. Their work results are automatically distributed with the agenda of the next appointment. Task lists can be exported to Excel for further editing.
With the sending of your first meeting minutes you will get the agenda for your follow up appointment. All open tasks are automatically transfered until they are marked as done. All other entries will be offered for transfer in your next agenda. Done tasks change their status to information.
All meeting participants can get the actual status of the tasks at anytime, even between meetings.
Open tasks can be edited in the meantime.
There are reports available for every series of minutes. You can choose between a history document with all entries in chronological order or a decision only overview. Additionally you can get all To-Do's for a topic or a customer as an Excel-download.
In the resolution minutes you can find the main results of your meetings.
To file your minutes in Topicshuttle you will find two areas - customers and topics. If you use Topicshuttle for the first time, you start directly with the first minutes. A first customer with a first topic has already been created.
You can arrange your meeting with agenda items:
For each agenda item you can add entries with a defined structure:
For the distribution of the meeting minutes, there are different groups:
Topicshuttle supports your workflow with clear documents at every stage.
To find an agreement about the minutes contents, you have the opportunity to present the preliminary minutes selected participants for comment.
All comments are summarized directly in the meeting minutes. But there is no compulsion for the minutes author to consider the comments. If required you can repeat this process as often as necessary.
After finalization of the minutes you send the final version.
If you want to use Topicshuttle for your company, you can do this with a single registration: you need one user as the main user who creates the further sub-users for your company.
You can allow other (sub-) users of Topicshuttle in the company hierarchy to process your minutes. When setting up of deputies there are three ways to grant permissions:
Als Topicshuttle-Nutzer kann man in Topicshuttle alle Protokolle einsehen, bei denen man Empfänger ist: As Topicshuttle user you can see all sent minutes created with Topicshuttle where you are the recipient:
As minutes creator you can move a topic to a different user:
The use of standards helps to focus on contents and the best results.
With the preview, you can always get an impression of your result:
Available overviews in Topicshuttle
Arrange a password with the recipients.
For agenda items, you can also upload documents (pictures, spread sheets, documents).
These documents will be provided with the sent agenda or minutes.
Task responsibles can view supplied attachments and upload their own results.
Asking for minutes comments from selected participants of the meeting helps the author to finalize the minutes.
This approach usually leads to agreed results of high quality, with which the recipients can
identify them later.
Have a first Look at the preview of the finished minutes in pdf format. Is it appropriate for your requirements?
You prefer to use Word documents? Use the supplied Word template or adjust it individually for the needs of each of your customers.
Check all the recipients in the minutes header. Are all important recipients at the top of the list? You can reorder the recipients list to influence the look of your minutes.
Did you get all guests - even guests for individual agenda items?
Send the final version of your minutes and use the agreed password.
Should all entries appear in the next agenda/minutes? Or do you only need the tasks?
If you are in doubt, just take all entries and delete the unnecessary entries from the follow up minutes.
All people in charge to work on the tasks are able to update their tasks status at any time.
In the follow up agenda/minutes you can see the actual processing status. You can use this information to plan the next meeting.
Get a quick orientation about the topic with the Overview document
Check the decision-log to know where to go.
Use the Excel-download with all to do's and their status.
Use Topicshuttle with a main-user and sub-users.
Take care that you have a deputy in case of sickness, vacation or unavailability.
Move the topics to other Topicshuttle users to share the responsibility of creating the meeting minutes.
With each minute you have 10MB available for attachements. minutes will be kept for 5 years after sending.
The quotas of meeting minutes are based on the number of meetings supported with Topicshuttle.
It does not matter whether your meeting has e.g. 3, 5 or 10 participants. For one meeting your quota will only be reduced by one.
|You don't find the right package for your needs? Please contact us - we'll advice you!|
|package:||Topicshuttle 10||Topicshuttle 30||Topicshuttle 100||Topicshuttle 250||Topicshuttle 500|
|amount of new meeting minutes per month:
(independent of number of participants)
|first month free||✓||✓|
|net price per month:||9,90 Euro||29,90 Euro||79,90 Euro||199,90 Euro||359,90 Euro|
|gross price including 19% VAT:||11,78 Euro||35,58 Euro||95,08 Euro||237,88 Euro||428,28 Euro|
|Buy now||Buy now||Buy now||Buy now||Buy now|
|the gross price depends on the country of the customer.|