The purpose of the meetings is to share information, establish a common situational understanding, and coordinate, plan, and prioritize the continued critical event response. The first meeting is held rapidly after the critical event occurred. Status meetings are held regularly during critical event management. RAYVN allows you to conduct the first meeting and status meetings at different rooms in your organization. It is easy to share the meeting minutes with the other rooms you have access to.
You can access the status meetings by clicking on Meetings in the menu.
Start a meeting
To start a meeting, click on "New meeting". You can choose whether you want a start a meeting "from scratch", or if you want to use a meeting template. See how you set up and edit meeting templates here.
In this example, there are two meeting templates available:
You can now start a new meeting which is in progress. There are four different sections where you can add information. When setting up meeting templates, you can add whatever content you want to be assured that your meeting runs with a specific structure and form.
This section contains one or more agenda items. This is where you document what is being discussed during the meeting. Click on "Add agenda item" to add an item or topic you want to be part of your meeting. Each item will have a text box, where you can add text during the meeting. The number under each text box indicates how many characters have been entered.
Focus is meant as an overall indicator for what the emergency response organization should focus on in this specific stage of the management of the critical event. The focus might change during the course of the event. Examples: "Focus on securing personnel". "Focus on limiting environmental damage". In between meetings, users can see and monitor Focus and Status in the log. Statuses will be found in the "Current status"-tab, and the focus points will be located at the top of the log.
This works in the same way as creating tasks in the log view. You can assign tasks to users, and set deadlines. It is convenient to be able to set tasks in the course of a meeting.
This section is meant as a visible status field connected to actual numbers. "Injured people: 2", "Persons evacuated: 52", and so on. The numbers can be updated. All users, also not the ones participating in the meeting can see the Status in the tab "Current status".
End a meeting
When the meeting is over, and you have checked that all information has been entered correctly, click on the "End meeting" button. You will now see the saved version of the meeting.
When ending the meeting, you will automatically update the Focus and Status, in the Current status tab. Which is available for the users in the same room as you, as well as sharing/documenting the summary of the meeting in the specific room.
The summary will be added to the log. By default, it will show in a minimized view, and you need to click "Show details" to see all information.
The statuses set in the meeting will also be displayed to everyone with access to the log in the tab "Current status".
All completed meeting summaries are stored, and accessible by clicking on the dropdown in the Meetings page. Every completed meeting summary will be stored here and marked with the time of the meeting. Just click on the dropdown, to select the meeting you want to see.