Question 1

What is an ad hoc meeting?

Accepted Answer

An Ad Hoc meeting is one that occurs outside your usual recurring meetings or meeting rhythms. They are also called one-off meetings. Ad Hoc meetings are called to deal with a specific topic or discussion versus a recurring meeting that takes place at regular intervals and has ongoing, regular topics. Ad Hoc meetings can be unstructured with no preparation or planning, or they can be structured with an agenda and meeting minutes. It depends on the purpose of the meeting.

When do you call an Ad Hoc meeting?

Most businesses have regular recurring meetings that happen weekly, monthly, or quarterly. You should have an ad hoc meeting when:

Something comes up that can't wait until the next regular meeting. It is usually when something requires a decision or action urgently. Or,
Situations or events that are outside the topics you usually discuss at your regular recurring meetings and/or with a different person or group of people than you usually meet with.
The meeting is held with people outside your organization, like a sales or information-gathering meeting.

Example: You are planning a party to celebrate your company's 10th Anniversary. This is a one-time event and you have asked for volunteers from your team to help plan it.

What kind of agenda is best for an Ad Hoc meeting?

At Tadum, we know that agendas are impactful for all meetings because:

An agenda gives you (the person calling the meeting) a chance to collect your thoughts and write do

Question 2

How do I create a new meeting rhythm and agenda?

Accepted Answer

To create a new meeting rhythm, go the top left corner under My Team and click:

Create a Meeting Rhythm

Here you can set up your recurring meeting with details like when the meeting is, who is responsible for the agenda, who can access it, and who you want to invite.
After you save your meeting rhythm settings you can customize the agenda for that meeting rhythm by clicking Edit Sections:

By default you have a Discussions and Todos section, but you can edit these and add more/different sections in any order or combination you want:

Then you can add agenda items to each section in preparation for your meeting.

When you are done, click 'Send Out Agenda'. The other meeting members will get an email with a link to the agenda.

Question 3

Can you delete a meeting?

Accepted Answer

You can't delete meeting in Tadum. Individual meeting minutes for each meeting are saved as read-only and cannot be deleted. You will find the minutes listed in the left sidebar. After a few meetings within a rhythm, we hide the older meetings, so the sidebar column doesn't get too long.

If you are the person who created a meeting rhythm, you can archive that rhythm by clicking on the 3 dots next to the Meeting Rhythm title, and clicking Archive.

If you did not create the meeting rhythm, you cannot archive it.

Question 4

What should I do if I forget to send the agenda and don't want to send agenda email notifications?

Accepted Answer

Even with reminders to send the agenda it can slip your mind on occasion. No problem. If you forget to send the agenda and want to roll it forward without sending out the email notifications you can simply uncheck a check box. When you click the 'Send Out Agenda' button you get a confirmation popup.

Just click on that check box, uncheck it, and the agenda will roll forward without sending notifications.

Question 5

When someone logs into the agenda prior to the meeting are they able to indicate a Todo is completed at that time and will it simply disappear or will it still appear in the agenda but show

Accepted Answer

They are able to indicate a todo is completed in advance, and it will stay on the agenda. Closed items will only be removed when a meeting is finished.

Question 6

Does Tadum have a mobile app?

Accepted Answer

No, Tadum does not have a native mobile app like you would get in the Apple Store or Google Play. Instead, Tadum is a web app which means you can access it on any device that has a browser and internet. Tadum is designed so that it is optimized for any device. You can easily access and record your agenda and minutes from your laptop, tablet, or phone.

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