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When a meeting to discuss thing is needed to insure that all team members are on the same page I would like to introduce a structured way of doing it so that all meeting are held in the same manner and our members know what to expect no matter who is hosting it.  As a side note please add the producer(s) to all meeting.  Don't worry if we are their or not unless it is a meeting just for them :).  This way they can be kept in the loop of what is going on.

1st. We want to go to the New Meeting screen. This screen is where you will create the initial request for all members to come.  This screen can only be accessed by Leads and Producers.

2nd. Before creating using the screen above you want to ask the members that you know need to be in it for sure a good time.  However when you do this it is good to suggest some times you are open so that you don't leave it to a guessing game back and forth.  I have had this happen and it takes way to long to get a meeting scheduled when this happens for time zone or work related issue between members.

3rd. If you need to re-view time zone for all the members you can click the Time Zone button on the New Meeting screen.  This will open another screen that allows you to do time conversion based on member setting time zones.

4th.  If you are scheduling more then one member keep in mind you may not be able to please everyone with time selection.  Pick the best time that allows for the most members to join.  After that it is up to you to keep good notes using the Host Meeting notes screen.

5th. Once it is time to hold the meeting you will want to open the Meeting View screen and click on Host Meeting button.

6th. Now on the Host Meeting screen you will want to invite all of your attendance to the meeting at minimum 15 minutes before the meeting is to start.  To do this open your meeting in Team Viewer and create a meeting.  It will give you the option to copy the meeting invite to your clipboard or you can click the green plus guy beside the meeting id number.  Then paste that copied information from Team Viewer into the Invite section of the Host Meeting screen and then click the Invite button.

7th. With the meeting still open wait until the scheduled time to start.  When time comes on the right of the Host Meeting screen you will find the add button functionality for members that attendant the meeting.  The check box adds or removes members that are to be in the meeting.  If you check a name it will generate an email and send it them for the meeting invite but not the pasted information from Team Viewer invite.  You will need to do this again just for them if you forget a member or they are new to the team and came in after the meeting had been started.  If you add them before sending the Team Viewer information they will get the notice just like everyone else.

8th. Now the notes section of the Host Meeting screen allows you to put notes in about what was talked about.  We normally like these to be in a list format.  If you need to summarized anything for members that could not come to the meeting please list them at the bottom of the notes area.

9th. Once you are done and the meeting is over you will want to click the button Meeting Adjourned on the Host Meeting screen.

10th. When you hit the button it will generate a forum post of meeting notes and add everyone that was suppose to be in the meeting on it.  This way the conversation can continue if need be.