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Tasks for Meetings

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Level 2
Hi All, Wondering if anyone else out there currently uses tasks for meetings that are part of the process and (hopefully) budget? For example, we have the following for a branding project: 1. Download meeting - required attendees are listed by job role in the schedule template - hours = .50 x number of attendees. 2. Preliminary concepts - actual "work" task for the creative team with budgeted hours 3. Concept meeting - required attendees are listed by job role in the schedule template - hours = .50 x number of attendees. It's always been a hassle for the PMs to do it this way because we are simultaneously scheduling in a version of Outlook not integrated with Workfront, and whenever we move a meeting we have to adjust in WF, and vice versa. So when a stakeholder suggested we create a template without them I was on board, but then I started to realize they do some important things I was taking for granted: - Capture planned hours for meetings for better QvA - Let PMs know what meetings to schedule, when to schedule them, and who to invite (this is not documented anywhere else) - Handy for predecessor/successor relationships (e.g. we can't do a creative brief until we have the client kick-off MEETING, so if there's no task what do I have that be dependent on?) So I'd like to hear what others in the community do to accommodate process meetings-task? Hour type? Nothing at all? Thanks! Sarah Maltas Merrick Towle Creative
3 Replies

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Community Advisor
We have similar meeting tasks. We set the hours the same as you have, and set the duration for 2-3 days so the PMs have some flexibility when scheduling in Outlook. Heather Slater Thermo Fisher Scientific Inc.

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Level 10
Hi, We do exactly the same when it's about about planned hours . If those are project teams meeting which will be taking place on 2 weeks/monthly basis - we've got Project meetings tasks created for the duration of whole project. If those are one off meetings - tasks being created on a day of the meeting. Dagmara Garwell BAKKAVOR LTD

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Level 3
I have done this with many clients over the years. Remember to place the meeting tasks into a project management section of the project at the end of the task lists. This allows you to control the critical path that will want to have a straight path from task one to the end. The project management section needs to be less in duration than all other tasks in the critical path section. Doug Williams - NETSource Consulting NETSource Consulting Helping others simplify the complexities of their Workfront installations.