How to Plan a Check-in Meeting Tool in Coda.io? Part 2
Building a Streamlined Information Architecture for Effective Meetings
In our previous post, we laid the groundwork by defining the check-in meeting process and identifying the key elements that should be automated. Today, we’ll take the next step by planning the information architecture for the tool we’re creating in Coda.io. This architecture will ensure that our check-in meetings are not only efficient but also well-organized and easy to manage.
Step 1: Defining Events to be Executed and Supervised in Coda.io
As we dive into the check-in meeting process, it becomes clear that it’s a straightforward process, which can be almost entirely executed within our new tool in Coda.io. This simplicity is advantageous as it allows us to consolidate all the necessary documents and data within a single document branch. By doing so, we streamline the workflow, making the tool easy to use and maintain.
Step 2: Planning the Information Architecture
This step is crucial as it involves visualizing and organizing the tables that will store and manage our information. The key question here is how these tables will relate to each other. Should we use alternate views of a single table, displaying it multiple times, or should we create separate tables linked by relationships? Let’s break it down by the different views we need to plan for.
View 1: List of Points for the Current Check-In Appointment
This is the core view that will guide the check-in meetings. It will contain a table where rows are grouped according to the stages of the meeting: “Part A / B / C.” This setup mirrors the structure of our check-in process, making it intuitive for the designated person to conduct the meeting.
Each item in the list should include the following information:
- Date/Time Added: Automatically defined.
- Brief Description of the Point: Manually defined.
- Person Inserting the Point: Automatically defined.
For each point, there will be two possible actions:
- Mark as “Discussed / No Action Required”: With an option to add comments.
- Transform into a Task: With the ability to define a task description.
We’ll implement these actions using buttons that trigger specific functions for each item on the list. Since this is the primary view for conducting the entire meeting, we’ll also include a button to generate a report of the meeting.
View 2: Fields for Entering New/Additional Topics for the Meeting
This view needs to be straightforward and user-friendly. We’ll create a simple form that allows participants to add new items with minimal input. Most fields will be automatically populated where possible, ensuring ease of use.
The information required in this form will mirror the details in the list of points to be discussed, ensuring consistency across the tool.
View 3: List of Open Tasks from Previous Meetings
This view will track all open tasks generated from past meetings. The table will include additional columns for key details such as:
- Person Assigned to the Task
- Task Completion Date
- Progress Bar or Task Status Selection: To visualize the task’s progress.
- Date of Actual Task Closure
- Task Description: If additional detail is required.
- Links to Attachments or External Tools
- Date Assigned to the Task
This structured approach ensures that all tasks are clearly defined, tracked, and completed in a timely manner.
View 4: Reports of Conducted Meetings
The reports generated from our meetings will include comprehensive details about the items discussed and the actions taken for each. We’ll also include data on the “debate” time for each item, allowing us to analyze and optimize the standard agenda items if needed. This will help us improve the efficiency and duration of future meetings.
Conclusion
The structure we’ve defined for our new document will serve as a robust template for creating our tool in Coda.io. By laying out this architecture, we ensure that our check-in meetings are organized, effective, and seamlessly integrated into our workflow. In the next post, we’ll dive into the actual implementation of the tool, bringing this architecture to life.
Stay tuned as we continue to refine our process and enhance our team’s productivity!
