Playbook · 60 minutes

Decision meeting with minutes

From the date to the agenda and votes to finished minutes and tasks that get followed up – e.g. for quarterly reviews or department meetings.

For managers and project leads · 5–50 people · in the room, hybrid or remote

  • Meetarium
  • Votarium
  • Actarium

A meeting is only done once it is clear what was decided and who does what by when. Here the minutes write themselves along the way, and the tasks land in a list you go through together next time.

5′40′15′
60 minutes in the meeting, colours by app

Before

  1. Meetarium · Prepare

    Find a date

    Tap days, set times, send the link by e-mail or chat. Everyone marks when they can, without an account. Once the date is set, everyone gets a calendar file.

    💡 Keep the organiser link safe – only with it can you set the date.

    Open Meetarium

  2. Votarium · Work & decide

    Prepare the agenda

    In Meetarium, under “Prepare the meeting”, enter one topic per line. This becomes a template for Votarium with agenda, welcome and action items slide. Accept it there and add a vote per item: choice, scale, ranking or matrix.

    💡 Preparing on the office PC, running it from the laptop? Open the “Edit link” at the top of the editor and send it to yourself – on the other device you keep editing and go live from there.

    Open Votarium

In the meeting

  1. 5 min

    Votarium · Work & decide

    Go live

    Show the screen view on the projector or via screen sharing, everyone joins by QR code or six-character code. You control it from your laptop or phone; “Start meeting” starts the clocks.

  2. 40 min

    Votarium · Work & decide

    Work through the agenda and decide

    Each item has a time budget, and the presenter view warns when you run over. Results stay hidden until you show them – so early answers don’t steer anyone. You record a decision right at the result.

  3. 15 min

    Votarium · Work & decide

    Who does what by when?

    On the action items slide everyone proposes and prioritises; you accept the action items with an owner and a due date. You tick off attendance in the presenter view.

Afterwards

  1. Votarium · Work & decide

    Minutes

    The minutes are created automatically: attendance, time per item, results, decisions and action items. Print them as PDF or save them as Markdown or CSV – everything is deleted after 30 days.

  2. Actarium · Follow through

    Follow up on tasks

    From the minutes you hand decisions and action items, encrypted, to an Actarium list; its drop-box address is under “Share” there. The group gets the team link.

    Open Actarium

  3. Actarium · Follow through

    Next round

    The next round starts with review mode. From there, “Find the next date” leads straight to Meetarium – the circle closes.

To be honest

  • The calendar file is an event to import, not a meeting request with a list of attendees.
  • There are no e-mail reminders – everyone can download their commitments as a calendar file.

Tried it? Tell us how it went – and what was missing.

Give feedback

More playbooks

60 minutes · 3 apps A retrospective in 60 minutes Check-in, a look back at the last action items, collecting, prioritising and new commitments – a complete retro with three apps, no account. 90 minutes · 4 apps Ideas workshop: collect, cluster, decide Collect ideas hidden, cluster them by topic, prioritise with dots and decide in the same session what gets done – with action items and minutes.