Preparing for meetings and saving notes
How to run your meetings in Hugo:
Step 1 – Select your meeting
Hugo can be used for different types of meetings, both internal and external.
- All your meetings are displayed on the left-hand side of the My Meetings page, organized by date.
Step 2 – Prepare
Meeting preparation is key. When a prep doc is saved, Hugo will share it with other Users who are also attending the meeting. Docs will not be shared with attendees who are not on your Hugo account.
- When preparing, select a template if you wish to add structure to your meeting or stick to a pre-established process. To learn more about customizing and using templates, refer to the Template section.
- In the composer, type your agenda.
- Use tasks to align your team before a meeting starts by assigning preparation actions.
- Save your preparation: When the doc is saved, Users who are attending the meeting and users who have been mentioned will be notified via email or Slack (if they have it enabled). Those Users can also add to the prep doc if required.
Hugo Tip: Preparing for team meetings will cut down on meeting time, by circulating updates with attendees beforehand.
Step 3 – Taking notes
Notes are the most important part of Hugo. Hugo notes allow you to capture, share and action meeting insights to keep your team aligned.
- Insert @mentions: Click the @ button in the toolbar or insert using your keyboard, to select from a list of Users and User Groups. Those who are mentioned in a note will receive a notification from Hugo via email and/or Slack.
- Create and assign tasks: Use tasks to capture and action on what was decided during the meeting. To create a task, Click "Add Task" or highlight a part of your note that you wish to turn into a task. Set a due date and time by selecting from the drop-down menu or from the calendar. If you wish to assign someone else to the task, select the person from the drop-down results.
Tasks can be assigned to All meeting attendees, Attendees in my Hugo team or Specific users.
- Insert a #tags: Add tags to organize notes more easily and make them more searchable in the future. To use a tag in your note, click the # button on your toolbar on the top of the note editor or type # to select an existing tag. New tags can be created on-the-fly as well.
- Note actions: Hugo integrates with your daily work apps to allow you to trigger actions directly from your notes. Skip to read about integrations in more detail.
- Post to Slack: This functionality is very important as you can share meeting insights with people in your company and they don’t need to switch to Hugo to read the note. Posting notes to Slack is also a very fluid way of getting the right information to other colleagues without the friction of creating an account.
- Save Note: The note is saved and accessible in the Notes page.
Note integrations enable you to translate meeting insights into action. Each time you write a note, you can trigger actions in apps such as Jira, Salesforce and Trello. There are two types of integrations:
- Sending notes: Integrations with Slack, Confluence, Copper, Freshsales, Hubspot, Salesforce and Pipedrive allow you to sync your entire note to those tools when clicking Save. Visit the Hugo Integrations section for more information on how these apps work in Hugo.
- Triggering note actions: Using these integrations, you can highlight a particular part of your note, and create an issue, task or ticket directly from your meeting notes.
Note: The integrations displayed in your composer are based on what has been enabled in your account. Visit Hugo > Settings > Apps to see a full list of integrations supported by Hugo.
Step 4 – Sharing
Hugo allows you to share notes inside the product, or by posting to Slack to send insights to colleagues without them having to click into Hugo.
- Select the Users who you want to give access to inside the product.
- Post to Slack to share a note in a specific channel or group message. Comments made using Slack Threads will sync back to the Hugo note too.