| Before | After | |
|---|---|---|
| Before the meeting | Organizer: Unclear meeting agenda Attendees: No expectations about meeting content | Organizer: Drive pre-meeting preparation through documents Attendees: Read meeting-related documents and raise questions in advance |
| During the meeting | Organizer: Reading-style meetings, easily interrupted Attendees: Get stuck in inefficient back-and-forth discussions, with some attendees losing focus | Organizer and attendees discuss pre-submitted agendas in an orderly manner, with conclusions clarified and tasks assigned on the spot |
| After the meeting | Conclusions are unclear or not agreed upon | Meeting processes and conclusions are documented for future reference. Task progress is managed systematically, effectively preventing decisions from being abandoned or execution being passed around. |
| Duration | Meeting takes 2 hours (based on a 2-hour meeting) | Meeting takes 1 hour |
Scenario: Hold a document feature discussion meeting from 10:00 to 12:00 the next day
Xiaoyi is a product manager for DingTalk Docs. The next morning from 10:00 to 12:00, Xiaoyi needs to hold a discussion meeting about DingTalk Docs features with each business owner.
| Pre-meeting preparation
Create an agenda document and collect topics
Xiaoyi creates an “Agenda collection document.” The organizer and attendees jointly compile agenda items into the document, attach relevant links to each topic, @ relevant Users, estimate the time needed for each topic, and set appropriate document viewing/Edit Permissions.If this is your first time, we have also prepared a 📎 Meeting agenda template for you.
Send a meeting invitation
Xiaoyi sends a meeting invitation through DingTalk Calendar, selects attendees, and attaches the prepared “Agenda document” link in the Event description. The meeting Time is set from 10:00 to 12:00 the next day. Click Send to dispatch the Event and automatically generate a meeting group.| The next day: Hold the meeting
10:00–10:10 Silent reading and commenting with questions and suggestions
Xiaoyi forwards the “Agenda collection document” to the meeting group and agrees with everyone on the silent reading time and format. Attendees Open the document in the group, browse it individually, and use the document Comments feature to post any questions or suggestions at the corresponding locations during reading.10:15–10:45 Agenda discussion
- After reading, the discussion begins. Lead the discussion based on the order in the agenda document, record key points, and focus on the comments left by attendees in the document.
- For remote meetings, start a Video Meeting and have the organizer Share the “Agenda document.”
- Use the AI Minutes feature throughout to easily and comprehensively capture meeting discussions for later review.
- Highlight key conclusions to make them clear for everyone afterward.
10:45–11:00 Confirm conclusions and assign To-Do tasks
After the agenda discussion, the meeting organizer reconfirms the Important conclusions reached during the discussion and records them in the document. For action items, Create To-Do tasks in the document, @ the relevant Users, and set completion deadlines. The document will automatically create To-Do tasks for the relevant Users to enable easy tracking.| After the meeting: Share the document with relevant Colleagues
Since meeting time is tight, the organizer can organize detailed Meeting Notes after the meeting based on the AI Minutes records. Share the document with relevant Colleagues or the meeting group, and configure the appropriate Permissions when sharing. This prevents Colleagues who did not attend from missing important information. Notify Colleagues with assigned To-Do tasks to Update their task status, ensuring every item gets a response. DingTalk’s efficient meeting approach achieves deep integration across DingTalk Video Meeting, DingTalk Docs, To-Do, and Calendar. Here are the standout features that make “DingTalk efficient meetings” truly effective:- Video Meeting supports screen sharing, making it easy for the Host to control the meeting flow.
- Powerful document features deeply integrated with DingTalk, supporting layered Outlines, To-Do generation, @ mentions for relevant owners, Online document insertion, reminder Settings, and more.
- Targeted Comments at specific locations in the document precisely pinpoint issues and efficiently spark discussion.
- AI Minutes transcribes Recordings into text in real time, letting you focus on communication, discussion, and thinking.
- Configure document Permissions as needed to effectively control viewing scope and ensure meeting information Security.