MeetSync

Dynamic Agenda Generator

This feature leverages AI algorithms to intelligently create meeting agendas in real-time. By analyzing past meeting notes, participant preferences, and calendar schedules, it curates an agenda that is not only relevant but also prioritizes the most pressing discussion points. This ensures that meetings start with clarity and purpose, thus increasing overall productivity and satisfaction for all attendees.

Requirements

AI-Powered Agenda Customization

"As a meeting organizer, I want the AI to create a customized agenda for my meetings so that I can ensure all important topics are covered and my team can stay focused during discussions."

Description

The AI-Powered Agenda Customization requirement involves implementing intelligent algorithms that analyze historical meeting data, participant preferences, and relevant calendar events to dynamically generate and customize meeting agendas. This functionality ensures each agenda is tailored to the specific needs of the meeting, significantly improving efficiency and focus. Benefits include increased relevance of discussion points, enhanced participant satisfaction, and reduced time spent organizing meetings. The integration of this requirement into MeetSync's ecosystem will streamline the scheduling process and provide users with confidence that their meetings will be productive and purposeful.

Acceptance Criteria

User initiates a meeting creation process in MeetSync and selects the AI-Powered Agenda Customization option to generate an agenda for their upcoming project meeting.

Given the user has historical data of past meetings related to the project, when they select the AI-Powered Agenda Customization, then the agenda must include at least three relevant discussion points prioritized by urgency based on past notes and participant input.

Participants have different calendar availability, and the user wants to generate an agenda that accommodates everyone's schedule using the AI-Powered Agenda Customization feature.

Given the user's calendar and participant calendars are integrated, when the user requests an agenda, then the system must generate an agenda that includes topics suitable for all available participants based on their preferences and past meeting contributions.

The user modifies the meeting details after the initial agenda has been generated, and they need the agenda to adapt automatically to these changes.

Given the user changes the time or participants for a scheduled meeting, when the user saves these changes, then the system must automatically re-evaluate and update the agenda to reflect the new context and participants' preferences.

A user wants to review the generated agenda before the meeting to ensure its relevance and accuracy.

Given the user accesses the generated agenda 24 hours before the meeting, when they view the agenda, then they must be able to see all autogenerated discussion points along with their source data from previous meetings for reference.

The user requires the agenda to be shared with meeting participants immediately after generation.

Given an agenda has been successfully generated, when the user selects the option to share the agenda, then all participants must receive an email notification containing the complete agenda and any relevant attachments within five minutes.

The AI must learn from user feedback on the generated agendas to improve future agenda customization.

Given the user provides feedback (positive or negative) about the relevance of the generated agenda, when they submit this feedback post-meeting, then the AI system should log the feedback for analysis and apply any necessary adjustments to future agenda configurations for similar meeting types.

Real-Time Agenda Modification

"As a participant in a meeting, I want to modify the agenda in real-time so that I can address emerging topics of interest without losing track of our objectives."

Description

The Real-Time Agenda Modification requirement enables users to adjust the meeting agenda on-the-fly during the meeting. This functionality allows participants to propose changes based on the flow of the discussion, ensuring that the agenda remains relevant and flexible. The benefits include greater adaptability to dynamic conversation topics and enhanced participant engagement. Implementation will include UI features for adding, removing, or reordering agenda items, which will be synced immediately for all attendees. This integration will support the collaborative nature of MeetSync, reinforcing the value of adaptive meeting management.

Acceptance Criteria

Participants are actively engaged in a meeting where the agenda needs to be adjusted based on ongoing discussions. An attendee suggests adding a topic to address a newly raised issue.

Given that I am in an active meeting with other participants, when I propose adding a new agenda item, then the proposed item should be visible to all attendees and allow for real-time updates.

During a meeting, a discussion leads to the decision that a specific agenda item should be removed as it is no longer relevant.

Given that the agenda has multiple items listed, when I select an agenda item for removal, then that item should be removed from the agenda for all participants immediately without refreshing the page.

In a meeting where the agenda is set, the discussion requires a shift in focus to a high-priority topic that was not planned.

Given that I am in a meeting with a predefined agenda, when I reorder the agenda to prioritize a new topic, then the updated agenda should reflect the new order for all attendees in real-time.

A participant wants to suggest changes to the agenda during a meeting, and needs to see the current agenda for reference.

Given that I am participating in a meeting, when I view the agenda, then I should see the current agenda with all items listed in real-time, enabling me to propose any necessary changes.

After making changes to the agenda, participants need to confirm that everyone is aware of the updated agenda before proceeding further.

Given that changes were made to the agenda, when the updated agenda is confirmed, then a notification should be sent to all participants confirming the new agenda items and order.

A participant accidentally removes an important agenda item and needs to restore it quickly during the meeting.

Given that an agenda item has been removed, when I choose to restore that item from a revision history, then the item should reappear in the current agenda immediately for all participants.

Toward the end of a meeting, participants want to review the agenda changes that occurred during the session.

Given that I am in a meeting, when I request to view the historical changes made to the agenda, then I should see a log of all additions, removals, and reordering with timestamps and participant names.

Pre-Meeting Agenda Preview

"As a participant, I want to see the meeting agenda before it starts so that I can prepare accordingly and contribute effectively during the discussions."

Description

The Pre-Meeting Agenda Preview requirement involves creating a feature that allows users to review the generated meeting agenda prior to the meeting. This preview will provide an opportunity for participants to offer feedback and suggest edits, ensuring that all attendees are aligned on the meeting's focus before it starts. The benefits of this feature include improved clarity, increased preparedness, and higher overall engagement during meetings. This functionality will integrate with notifications and calendar invites to enhance user experience and align with the overall goals of MeetSync.

Acceptance Criteria

Pre-Meeting Agenda Preview functionality for meeting participants.

Given a scheduled meeting, when the meeting organizer generates a dynamic agenda, then all participants should receive a notification with a link to preview the agenda 48 hours prior to the meeting.

Feedback submission on Pre-Meeting Agenda Preview.

Given the Pre-Meeting Agenda Preview, when a participant views the agenda, then they should have the ability to submit feedback or suggest edits directly within the preview interface.

Integration of Pre-Meeting Agenda Preview with calendar invites.

Given a meeting with a generated agenda, when the invitation is sent to participants, then the agenda should be included as a downloadable attachment or link in the calendar invite.

Tracking feedback from Pre-Meeting Agenda Preview for future reference.

Given the feedback submitted on the Pre-Meeting Agenda Preview, when the meeting organizer reviews the feedback, then they should be able to view a complete history of suggestions and edits made by participants.

Overall participant engagement through Pre-Meeting Agenda Preview.

Given the Pre-Meeting Agenda Preview, when the meeting starts, then at least 80% of participants should report feeling clear and prepared regarding the agenda items, based on a post-meeting survey.

Revising the agenda based on participant feedback from the preview.

Given feedback on the Pre-Meeting Agenda Preview, when the meeting organizer modifies the agenda, then a revised agenda should be sent to all participants at least 24 hours before the meeting.

Integrated Feedback Mechanism

"As a user, I want to give feedback on the meeting agenda after it concludes so that I can contribute to improving future meetings and the agenda generation process."

Description

The Integrated Feedback Mechanism requirement entails the development of a system where participants can provide feedback on the meeting agenda and overall meeting effectiveness after each session. This feature will allow users to rate the relevance of agenda items and suggest improvements for future meetings. By collecting this feedback, MeetSync can enhance its AI algorithms and improve the agenda generation process over time. The benefits include continuous improvement of meeting quality and user satisfaction.

Acceptance Criteria

Participants rate the relevance of agenda items after a meeting ends.

Given a completed meeting, when participants are prompted to provide feedback, then they must be able to rate each agenda item on a scale from 1 to 5.

Users suggest improvements for future meetings based on their feedback.

Given a feedback form displayed post-meeting, when users submit their suggestions, then those suggestions must be recorded in the system for review.

Regular analysis of feedback is conducted to improve agenda generation.

Given collected feedback from at least 10 meetings, when analyzed, then the system must demonstrate at least a 10% improvement in agenda relevance ratings over subsequent meetings.

Users receive a summary of feedback submitted for improvement.

Given that feedback is submitted, when a user requests a report, then the system must provide a summary of feedback and suggested improvements within 24 hours.

Feedback mechanism is accessible to all meeting participants.

Given a meeting with at least 5 participants, when the feedback mechanism is deployed, then all participants must receive a prompt for feedback within 5 minutes after the meeting ends.

Meeting effectiveness can be tracked over time through feedback collection.

Given that feedback is collected for multiple meetings, when a user views the effectiveness report, then it must display trends and averages of relevance ratings visually over time.

System alerts users to incomplete feedback after meetings.

Given a meeting that has concluded, when participants have not provided feedback within a specified time, then the system must send a reminder notification within 1 hour post-meeting.

Historical Data Analysis Tool

"As a meeting organizer, I want to analyze historical meeting data so that I can create more effective agendas that lead to better outcomes."

Description

The Historical Data Analysis Tool requirement focuses on implementing analytics capabilities that allow users to review past meeting agendas and their outcomes. By providing insights into which agenda items led to productive discussions and outcomes, users can better inform future agenda settings. This feature enhances strategic decision-making and promotes data-driven adjustments to meeting practices. The integration of this tool within MeetSync supports the platform's goal of optimizing meeting productivity through insightful analysis.

Acceptance Criteria

User reviews historical meeting data to analyze the effectiveness of past agenda items during a strategic planning meeting.

Given a user accesses the Historical Data Analysis Tool, when they select a past meeting date, then they must see a summary of agenda items, their discussion outcomes, and associated productivity metrics for that meeting.

Team leads aggregate meeting agenda effectiveness over multiple meetings to identify top-performing agenda items for future usage.

Given a user has a set of historical meetings selected, when they initiate the analysis, then the tool should provide a ranked list of agenda items based on productivity outcomes across those meetings.

A project manager wants to generate a report summarizing how historical agendas impacted decision-making in prior meetings.

Given a user requests a report on historical meeting agendas, when they specify the date range and desired metrics, then the system should generate a comprehensive report detailing the impact of specific agenda items on meeting outcomes and decisions made.

A user is preparing for an upcoming meeting and wants to exclude agenda items that previously led to inconclusive discussions.

Given the user is creating a new meeting agenda, when they access the recommendations based on historical data, then the tool should suggest potential agenda items while highlighting those previously flagged as unproductive.

Users consistently review past meeting effectiveness to inform adjustments in their weekly team meetings.

Given users regularly access the Historical Data Analysis Tool, when they log in, then they must receive an automated prompt displaying insights and suggestions for improving current meeting practices based on historical data.

An executive wishes to evaluate the overall trends in meeting productivity by analyzing several historical meetings across different teams.

Given an executive selects the 'trend analysis' function, when they input the desired team or time frame, then the system should display visual trends on meeting outcomes over the specified period, enabling strategic oversight.

Integration Sync

The Integration Sync feature enables seamless connectivity with users’ calendars and communication tools (like email and chat apps). By pulling relevant topics and updates from these platforms, it enriches the agenda with contextually appropriate items, ensuring that discussions are grounded in the most recent developments. This functionality minimizes the time spent in preliminary discussions, allowing teams to dive straight into critical topics.

Requirements

Real-time Calendar Integration

"As a busy professional, I want MeetSync to sync with my calendar in real-time so that I can ensure my meetings are scheduled efficiently without conflicts, enabling me to manage my time better and focus on critical discussions without distractions."

Description

The Real-time Calendar Integration requirement ensures that MeetSync can automatically sync with users' calendar applications, pulling in upcoming meetings, appointments, and relevant contextual information. This functionality will provide users with an up-to-date view of their schedules, allowing them to prioritize and plan for meetings more effectively. The integration should support multiple calendar platforms (such as Google Calendar, Microsoft Outlook, etc.) and update dynamically to reflect any changes made in those external systems. This integration is crucial for maintaining the relevance and efficiency of the meeting agendas curated within the MeetSync platform, enabling users to identify overlapping commitments and adjust their focus accordingly.

Acceptance Criteria

User schedules a meeting in Google Calendar and expects MeetSync to reflect this update in real-time.

Given a user has a meeting scheduled in Google Calendar, when the meeting is created or updated, then MeetSync should sync this change and display the meeting details in the user's agenda immediately.

A user modifies an existing appointment in Microsoft Outlook and wants to see this alteration in MeetSync without delay.

Given a user modifies an appointment in Microsoft Outlook, when the appointment change is saved, then MeetSync should automatically update the agenda to reflect this change within five minutes.

A user checks their meeting agenda in MeetSync and expects to see all relevant meetings and appointments consolidated from multiple calendar platforms.

Given a user integrates both Google Calendar and Microsoft Outlook with MeetSync, when the user views their agenda in MeetSync, then all upcoming meetings and appointments from both calendars should be visible in a single unified view.

User has a recurring meeting set in their calendar and expects MeetSync to recognize and display all occurrences correctly.

Given a user has a recurring meeting scheduled in their calendar, when the user views their agenda in MeetSync, then all occurrences of the recurring meeting should be displayed with the correct timings and details as per the calendar settings.

A user adds a new calendar event via MeetSync and expects it to sync with their connected calendars automatically.

Given a user creates a new calendar event in MeetSync, when the event is saved, then it should be reflected in the user's Google Calendar and Microsoft Outlook in real-time.

A user receives a calendar invitation and wants to accept or decline it through MeetSync.

Given a user receives a calendar invitation in their connected calendar, when the invitation is viewed in MeetSync, then the user should be able to accept or decline the invitation, and this response should sync back to the original calendar immediately.

User wants to see notifications for upcoming meetings fetched from their calendar in MeetSync.

Given a user has enabled notifications for upcoming meetings in MeetSync, when a meeting is scheduled within the next 15 minutes, then an alert should be displayed in the MeetSync interface.

Contextual Topic Extraction

"As a team leader, I want to automatically extract relevant topics from my conversations and emails into the meeting agenda, so that we can focus on what truly matters during our meetings, saving time and increasing productivity."

Description

The Contextual Topic Extraction requirement involves developing an intelligent algorithm that analyzes emails, chat conversations, and other communications to extract relevant discussion topics and updates. This capability will enrich the meeting agenda with pertinent points ensuring that users have all necessary context at their fingertips when discussions begin. The proposed system should leverage natural language processing to identify key themes, follow-up actions, and insights from past communications, helping to minimize repetitive discussions and enhance productivity during meetings.

Acceptance Criteria

User receives a meeting invite with an integrated Sync feature enabled, highlighting relevant topics extracted from their recent email conversations and chat discussions related to the meeting.

Given that the user has received a meeting invite, when the Invite is opened, then the agenda should display relevant topics extracted from the user's emails and chat conversations within the last week.

During a scheduled meeting, contextually appropriate topics are presented at the start based on extracted data from previous conversations and emails, allowing the team to jump directly into crucial discussions.

Given that a meeting is about to start, when the meeting begins, then the synced agenda should automatically include topics extracted from emails and chat discussions prior to the meeting.

The user configures the meeting agenda to include specific topics, and the Contextual Topic Extraction feature continuously updates those topics as new relevant emails and chat messages arrive.

Given that the user has added specific topics to the agenda settings, when new relevant communications are received, then the agenda should reflect the most current topics without manual updates from the user.

After a meeting concludes, the system sends out a summary email that includes action items and follow-up discussions automatically extracted from the meeting dialogue and prior communications.

Given that a meeting has taken place, when the meeting is concluded, then an email summary should be sent to all participants containing extracted action items and follow-up points based on discussions and prior emails.

A team member accesses the meeting agenda before the meeting, allowing them to review the contextually extracted topics and prepare for discussions effectively.

Given that the meeting is upcoming, when the team member accesses the meeting agenda, then they should see a list of all topics extracted from relevant communications with context provided for each item.

The Contextual Topic Extraction algorithm updates in real-time, reflecting the latest communication data as it is ingested by the system.

Given that ongoing communication is happening, when new emails or chat messages are sent or received, then the system must reflect these updates in the agenda instantaneously without delays.

An administrator reviews the implementation of Contextual Topic Extraction for accuracy and relevance in various meeting scenarios throughout the organization.

Given that the organization has been using the Contextual Topic Extraction feature, when the administrator reviews the output, then it must consistently reflect relevant, timely, and accurate topics for at least 90% of meetings assessed.

Collaborative Agenda Editing

"As a team member, I want to collaboratively edit the meeting agenda with my colleagues before the meeting, so that all relevant topics are covered and everyone feels included in the discussions."

Description

The Collaborative Agenda Editing requirement allows multiple users to contribute to meeting agendas in real-time. This feature should support comments, suggestions, and the ability to add or remove agenda items, fostering collaboration among team members before meetings. The collaboration mechanism should ensure that changes are tracked and visible to all participants, promoting transparency and accountability. This functionality will help in creating focused agendas that cater to the collective needs of the team, ultimately leading to more productive meetings.

Acceptance Criteria

Multiple team members collaboratively edit the agenda for an upcoming project meeting, adding relevant items and comments while they discuss it over a team chat app.

Given that multiple users have access to the meeting agenda, when one user adds an item or comment, then all other users should see the change reflect in real-time without needing to refresh.

A user removes an agenda item during the collaborative session, and that change needs to be tracked for accountability and transparency.

Given that an agenda item is removed by a user, when the item is deleted, then the action should be logged with the user’s details and timestamp visible to all participants in the change history.

During a meeting preparation, a participant leaves a suggestion for an agenda item that requires input from management before it can be finalized.

Given that a suggestion is made in the collaborative agenda, when the management team reviews the suggestion, then they should be able to approve or reject it, and the agenda should update to reflect this outcome.

A user needs to review past changes made to the agenda to prepare for the meeting discussion.

Given that changes were made to the agenda, when the user views the agenda history, then they should have access to a clear timeline of all modifications, including who made them and when.

A user wants to finalize the collaborative agenda before the meeting starts and ensure that all contributions are accounted for.

Given that the meeting is approaching, when the user selects the 'Finalize' option on the agenda, then no further edits should be allowed, and all participants should receive a notification that the agenda is locked in.

During the collaborative editing phase, a user wants to comment on a specific agenda item to suggest changes without altering the item directly.

Given an existing agenda item, when a user adds a comment to that item, then the comment should be visibly associated with the item for others to see and respond to without changing the original text.

A team leader is facilitating a discussion about the agenda items and needs to ensure everyone is aware of any new additions or removals during the meeting.

Given that changes were made during the meeting, when an item is added or removed, then all participants should receive a notification detailing the change immediately after it occurs, ensuring everyone is on the same page.

Intelligent Action Item Tracking

"As a project manager, I want to have a system that automatically tracks action items generated from meetings, so that I can ensure all tasks are completed on time and improve overall team accountability."

Description

The Intelligent Action Item Tracking feature will act as a follow-up mechanism after meetings, capturing actionable insights and tasks during discussions and providing reminders and updates to assigned team members. This capability will automate the creation of action items based on discussions held in meetings, linked with deadlines and responsible parties. By providing a visual dashboard of active and pending tasks, this function will improve accountability and ensure that follow-up actions are effectively managed and executed within teams.

Acceptance Criteria

A project manager conducts a weekly sync meeting and wants to ensure all action items discussed during the meeting are captured and tracked effectively to enhance team accountability.

Given the project manager has indicated action items during the meeting, when the list of action items is generated, then each item should include a summary of the task, the responsible team member, and a deadline for completion.

During a meeting, a team member suggests an action item regarding a product launch, and the system captures this task automatically based on meeting discussions.

Given a team member suggests an action item verbally during the meeting, when the meeting notes are processed, then the system should automatically create an action item linked to the team member with the correct context from the discussion.

After a meeting concludes, team members need to receive timely reminders about their assigned action items to ensure follow-up.

Given an action item is assigned to a team member, when the specified due date is approaching, then an automated reminder should be sent via email and within the MeetSync platform notifications 24 hours before the due date.

A team leader wants to view all active and pending action items in a dashboard to monitor team progress during project updates.

Given the team leader accesses the dashboard, when the dashboard is displayed, then it should show all active and pending action items, including the status of each item (e.g., due, overdue, completed), the assigned team members, and respective deadlines.

An employee is assigned multiple action items from various meetings and wishes to see a consolidated view of all their tasks to prioritize effectively.

Given the employee logs into the platform, when they view their task list, then it should consolidate all action items assigned to them from past and current meetings, sorted by due date.

Customizable Meeting Templates

"As a user, I want to be able to create and use templates for different meeting types, so that I can save time when preparing agendas and maintain consistency across similar meetings."

Description

The Customizable Meeting Templates requirement enables users to create and save different agenda formats for various types of meetings. This feature allows users to define specific fields, sections, and formats that suit the needs of their recurring meetings, streamlining the preparation process. Users should be able to select a template when scheduling a meeting, ensuring that relevant topics are always covered and saving time in the meeting planning phase. This capability will enhance consistency and provide a structured approach to meeting management, ultimately leading to better prepared and more productive sessions.

Acceptance Criteria

Creating and Saving a Custom Meeting Template

Given a user is logged in, When the user navigates to the meeting templates section and specifies the format, Then the user should be able to successfully create and save a custom meeting template without errors.

Selecting a Custom Meeting Template During Meeting Scheduling

Given a user has created a custom meeting template, When the user schedules a new meeting, Then the user should be able to select the custom template from a dropdown list and have it pre-fill the agenda with all defined sections and fields.

Editing an Existing Custom Meeting Template

Given a user has an existing custom meeting template, When the user edits the template and saves the changes, Then the updated template should reflect the new changes without affecting other templates.

Deleting a Custom Meeting Template

Given a user has saved multiple custom meeting templates, When the user chooses to delete a specific template, Then the template should be removed from the list of available templates without generating any errors.

Viewing Available Custom Meeting Templates

Given a user is in the meeting templates section, When the user views the list of available templates, Then the user should see all created templates along with a brief description of their contents.

Using a Custom Meeting Template in a Meeting

Given a user has scheduled a meeting using a selected custom template, When the meeting starts, Then the meeting agenda should reflect the predefined sections and fields from the template, ready for discussion.

Post-Meeting Analytics Dashboard

"As a team lead, I want to see analytics on meeting performance and outcomes, so that I can understand how effective our meetings are and identify areas for improvement."

Description

The Post-Meeting Analytics Dashboard requirement entails developing an analytical tool that provides insights into meeting effectiveness based on various metrics such as participation rate, action item completion rates, and user satisfaction surveys. This dashboard will enable users to evaluate how meetings are performing in relation to their goals, helping them to refine future meeting strategies. The insights generated will be based on data collected during meetings and help in making informed decisions about meeting frequency and structure, leading to an overall improvement in collaboration efforts.

Acceptance Criteria

User reviews the Post-Meeting Analytics Dashboard to assess the participation rate of attendees after a weekly team meeting.

Given that the user has completed a meeting, when they access the Post-Meeting Analytics Dashboard, then the dashboard displays the participation rate as a percentage of invited attendees.

The user wants to evaluate the completion status of action items listed during a meeting using the Post-Meeting Analytics Dashboard.

Given that action items were assigned during the meeting, when the user accesses the dashboard, then they can view the percentage of completed action items against the total assigned.

A user accesses the Post-Meeting Analytics Dashboard after filling out a user satisfaction survey for a recent meeting.

Given that the user has submitted a satisfaction survey, when they view the analytics dashboard, then the average satisfaction score is displayed along with comments from participants.

A team lead uses the Post-Meeting Analytics Dashboard to decide on the frequency of future meetings based on analysis of past meeting effectiveness.

Given that multiple meetings have been held, when the team lead analyzes trends in participation rates and action item completions, then they receive recommendations for adjusting meeting frequency based on overall performance.

A user accesses the Post-Meeting Analytics Dashboard after a string of meetings, aiming to identify areas for improvement in the meeting structure.

Given that the user reviews the historical data on meeting effectiveness, when they access the dashboard, then the tool provides insights into meeting structure adjustments based on user satisfaction and participation metrics.

Collaborative Agenda Input

This functionality allows all meeting participants to contribute to the agenda ahead of time. Users can suggest topics, questions, or issues they wish to address, facilitated by an intuitive interface. This democratic approach not only empowers participants but ensures that the agenda reflects everyone’s priorities, leading to more inclusive and engaged discussions.

Requirements

Real-time Agenda Collaboration

"As a meeting participant, I want to update the agenda collaboratively so that I can ensure all relevant topics are covered and everyone is prepared for the discussion."

Description

This requirement allows meeting participants to collaboratively edit the agenda in real-time during the lead-up to the meeting. It enhances the user experience by enabling adjustments based on participant input and ensures the agenda is always up-to-date. The feature promotes proactive engagement and maximizes meeting productivity. Integrating seamlessly with the calendar and notifications functionality keeps all participants informed of changes, facilitating better preparation and alignment before meetings start.

Acceptance Criteria

Real-time Collaboration on Meeting Agendas

Given multiple participants are logged into MeetSync, when a participant suggests a new agenda item or edits an existing item, then all participants should see the changes reflected in real-time without needing to refresh the page.

Notify Participants of Agenda Changes

Given that an agenda has been collaboratively edited, when any changes are made, then all participants should receive a notification via email and in-app alert within two minutes of the change.

Ensure Accessibility of the Collaboration Feature

Given that users have varying levels of technical expertise, when users access the collaborative agenda input feature, then they should be provided with tooltips and help resources that guide them through suggesting or editing agenda items effectively.

Track Changes in Agenda Collaboration

Given that the agenda is being collaboratively edited, when a participant makes an edit, then a version history should be available showing who made what changes and when, accessible to all participants.

Validate Agenda Completeness Before Meeting

Given that the meeting is scheduled at a specific time, when the meeting time approaches, then the system should alert the organizer if there are fewer than three confirmed agenda items submitted by participants in the collaborative agenda.

Integrate Calendar Reminders with Agenda Changes

Given an agenda is updated within 24 hours of the meeting, when the agenda changes, then calendar events for all participants should automatically update to reflect the latest agenda items to ensure proper preparation.

Customizable Agenda Templates

"As a user, I want to create customizable agenda templates so that I can save time and ensure consistency in my recurring meetings."

Description

This requirement enables users to create and save customizable agenda templates for recurring meetings. Users can define sections, standard topics, and specific priorities that can be reused, significantly reducing preparation time for future meetings. This feature aligns with the need for efficiency and standardization across similar meetings, making it easier for teams to maintain focus on key issues. Integration with the meeting scheduling feature allows automatic application of templates to scheduled sessions.

Acceptance Criteria

User successfully creates and saves a customizable agenda template for a recurring meeting.

Given a user is logged into MeetSync, when they navigate to the templates section and define sections, standard topics, and priorities, then the template is saved and is retrievable for future meetings.

User applies a saved agenda template to a newly scheduled meeting.

Given a user has a saved agenda template, when they schedule a new meeting, then the template can be selected and applied automatically during the scheduling process.

Multiple users contribute to an agenda based on a customizable template.

Given a scheduled meeting with a customizable agenda, when participants access the agenda, then they can add their topics and desired discussion points before the meeting.

User edits an existing customizable agenda template.

Given a user has previously created a template, when they access the template for editing, then they can modify sections and topics and save the updated template.

User shares a customizable agenda template with team members.

Given a user has created a customizable agenda template, when they select the share option, then the template is sent to specified team members via the platform's interface.

User receives notifications for updates made to a shared agenda template.

Given a user is part of a shared agenda template, when any modifications are made, then they receive notifications about the changes via the platform's notification system.

User deletes a customizable agenda template.

Given a user has access to their templates, when they choose to delete a template, then the template is removed from their list and is no longer retrievable.

Participant Feedback Mechanism

"As a meeting organizer, I want to gather feedback on agenda items from participants so that I can improve future meetings and address participant concerns more effectively."

Description

This requirement introduces a feedback mechanism where participants can provide input on each agenda item before and after the meetings. This feedback will help gauge participant priorities and concerns, enhancing the agenda creation process for future meetings. Capturing feedback allows the AI-driven assistant to refine follow-up actions and insights, promoting continual improvement in discussion effectiveness. The integration with analytics can provide insights into common topics or concerns raised by participants over time.

Acceptance Criteria

Feedback Submission Process Before Meetings

Given a scheduled meeting with a collaborative agenda, when a participant accesses the agenda, then they should be able to submit feedback on each agenda item regarding their priorities and concerns.

Feedback Submission Process After Meetings

Given a completed meeting, when a participant views the meeting summary, then they should be able to provide feedback on the effectiveness of each agenda item discussed.

Analytics Dashboard for Common Concerns

Given a set of feedback submissions over multiple meetings, when the analytics dashboard is accessed, then it must display aggregated insights into the most common topics and concerns raised by participants.

Notification for Feedback Requests

Given an upcoming meeting, when the agenda is shared, then all participants should receive a notification prompting them to provide feedback on agenda items before the meeting date.

Integration with AI-Driven Assistant

Given participant feedback, when the AI-driven assistant processes the feedback, then it should reflect actionable insights and suggested follow-up actions in the meeting summary.

Editable Feedback for Participants

Given submitted feedback, when a participant revisits their submitted feedback, then they must be able to edit or delete their feedback before the cut-off time prior to the meeting.

User-Friendly Interface for Feedback Input

Given the feedback submission process, when a participant accesses the feedback interface, then it should be intuitive and easy to navigate, ensuring all users can submit their feedback without assistance.

Real-time Notifications for Agenda Changes

"As a participant, I want to receive instant notifications whenever the agenda changes so that I can stay informed and adjust my preparation accordingly."

Description

This requirement enables real-time notifications to be sent to all meeting participants whenever there are updates to the agenda in the lead-up to the meeting. Notifications keep all users informed about changes, which helps to ensure that everyone is aligned with the latest topics to be discussed. This feature improves communication and ensures no participant is left out of important updates. It integrates with the app’s notification system to deliver timely information.

Acceptance Criteria

Notification of agenda changes for participants

Given a meeting participant, when the agenda is updated, then the participant receives a real-time notification via the app and email.

Accessibility of agenda updates

Given a meeting participant, when they receive a notification, then they can click on the notification to view the updated agenda directly in the app.

Multiple notifications for simultaneous updates

Given multiple updates to the agenda occurring within a short timeframe, when an update is made, then a notification is sent for each update without duplication, ensuring all changes are communicated.

Notification settings preferences

Given a user in the settings menu, when they toggle notification preferences, then the system should respect these settings and only send notifications according to their chosen preferences (e.g., app only, email, both).

Confirmation of successful notification delivery

Given a meeting participant, when an agenda update notification is sent, then the system logs delivery status to confirm successful alerting of the participant within the notification system.

Timing of notifications before the meeting

Given the date and time of a meeting, when an agenda update occurs, then notifications should be sent within 5 minutes of the change, ensuring timely awareness for participants prior to the meeting.

Agenda Voting System

"As a meeting participant, I want to vote on agenda items so that I can help prioritize topics for discussion and ensure that the most important issues are addressed."

Description

This requirement implements an agenda voting system that allows meeting participants to vote on the importance of agenda items prior to the meeting. Participants can prioritize topics based on their significance, ensuring that the most critical issues receive the attention they deserve. This functionality enhances engagement and empowers participants to have a say in the meeting's direction. The system should include analytics to review voting trends over time, contributing to better future agenda-setting.

Acceptance Criteria

Voting on Agenda Items Prior to Meetings

Given a meeting is scheduled with a collaborative agenda, When participants access the agenda, Then they should be able to see a list of agenda items and the option to vote on their importance.

Vote Tracking and Validation

Given participants have voted on agenda items, When the voting period ends, Then the system should automatically calculate and display the ranking of agenda items based on the votes received.

Analytics for Voting Trends

Given the voting data from multiple meetings, When an admin accesses the analytics dashboard, Then they should be able to view historical data and trends for how priorities have shifted over time.

User Notification for Agenda Changes

Given the agenda voting has concluded, When the final agenda is set, Then all participants should be notified via email with the updated agenda reflecting the voted priorities.

Integration with Calendar Systems

Given a scheduled meeting with an agenda, When participants open their calendars, Then the meeting should appear with a link to the agenda and voting system integrated appropriately.

Mobile Access to Agenda Voting

Given participants are using a mobile device, When they log into MeetSync, Then they should be able to access the agenda voting system with full functionality as on desktop.

Priority Highlighting

Using AI-driven insights, this feature identifies and highlights key agenda items based on urgency and impact. By focusing on high-priority topics, it helps meeting leaders to allocate time efficiently and manage discussions effectively, ensuring that the most critical items receive the necessary attention.

Requirements

Real-time Priority Detection

"As a meeting leader, I want the system to automatically detect and highlight high-priority agenda items in real-time so that I can focus the discussion on the most critical topics at hand."

Description

This requirement involves integrating an AI algorithm that analyzes meeting agenda items in real-time to identify and prioritize topics based on factors such as urgency, relevance, and historical data on meeting outcomes. The expected functionality is to provide meeting leaders with a dynamic list of prioritized items that can be adjusted during the meeting based on ongoing discussions. The integration with MeetSync's existing agenda and note-taking features allows seamless updates to the agenda and provides additional insights to enhance decision-making for meetings.

Acceptance Criteria

Meeting Leader utilizes the Real-time Priority Detection feature during a team strategy session to manage agenda items based on AI-driven insights.

Given that the meeting has started, When the meeting leader selects the agenda items, Then the AI should generate a prioritized list of topics that reflects both urgency and historical effectiveness, updating dynamically as discussion unfolds.

A project manager is conducting a review meeting and relies on Real-time Priority Detection to ensure critical agenda items are not overlooked.

Given that the meeting is in progress, When new information is presented that impacts the current agenda, Then the priority list should adjust accordingly to reflect this new data without manual input.

A team member views the prioritized agenda on their device during a meeting to ensure they are aware of the most critical topics being discussed.

Given that the prioritized list is generated, When the team member accesses the agenda, Then they should see a clear indication of high-priority items marked distinctly to understand where to focus their attention.

The AI algorithm in Real-time Priority Detection analyzes past meeting notes to improve accuracy in identifying urgent agenda items for upcoming meetings.

Given that historical meeting data is available, When the AI processes this data, Then it should demonstrate improved accuracy in prioritizing agenda items in future meetings by providing a statistical report on previous successes.

During a meeting, participants suggest additional topics for discussion that may impact the priority list, testing the feature’s adaptability.

Given that new topics are added to the agenda mid-meeting, When these items are suggested, Then the AI should re-evaluate the priority list in real-time, incorporating the new items effectively within the ongoing discussion context.

The integration of Real-time Priority Detection with MeetSync’s note-taking feature to provide summarized outputs post-meeting based on priority.

Given that the meeting has concluded, When the notes are generated, Then the summaries should emphasize key decisions and action items derived from the highest priority agenda topics discussed during the meeting.

User Customization of Priority Criteria

"As a user, I want to customize how priority is determined for agenda items so that I can adjust the focus of meetings based on specific project needs or team preferences."

Description

This requirement ensures that users can customize the criteria used by the AI for determining priority in agenda items. Users can adjust the settings to weigh factors such as deadlines, significance of the item, or input from team members. This customization enhances user satisfaction and makes the feature more relevant to different types of meetings. Integration with user profiles will allow different roles (e.g., project managers, executives) to set different priority criteria according to their needs, ensuring a tailored user experience.

Acceptance Criteria

User Customization of Priority Criteria for Meeting Agendas

Given a user with a defined role, when they access the priority settings, then they should be able to customize weights for deadlines, significance, and team input while saving these preferences successfully.

Integration of User Profiles with Priority Customization

Given a user with a specific role, when they set custom priority criteria, then the settings should be saved and retrieved correctly whenever the user logs in to their profile subsequently.

Impact of Customized Criteria on Meeting Agenda Prioritization

Given a meeting agenda with multiple items, when the user applies their custom priority criteria, then the agenda should display items in the order of priority as defined by the user's settings.

Default Settings for Priority Criteria Based on Role

Given a user with a specific role, when they enter the priority customization for the first time, then the system should present default values based on best practices for their role (e.g., project manager or executive).

User Feedback on Priority Highlighting Effectiveness

Given a user who has applied custom criteria, when they complete a meeting and provide feedback, then their feedback should reflect whether the prioritized items led to effective meeting outcomes, such as timely decision-making.

Highlighting Actions Based on Discussion

"As a participant in the meeting, I want key action items to be automatically highlighted in the notes so that I have a clear understanding of my responsibilities post-meeting."

Description

This requirement focuses on integrating the AI-assisted note-taking feature to not just capture meeting notes but also to highlight action items as they are discussed. The system will analyze the flow of conversation in real-time to identify and recommend follow-up actions that should be noted. This functionality aims to ensure that critical actions are not overlooked and enhances accountability by clearly outlining who is responsible for what after the meeting concludes.

Acceptance Criteria

Real-time action item highlighting during a team meeting discussion.

Given a meeting in progress with multiple agenda items, when a participant discusses a specific action item, then the system must highlight the action item in real time and assign it to the respective participant.

User reviews meeting notes post-discussion for action items.

Given the meeting has concluded, when the user accesses the meeting notes, then all highlighted action items must be distinctly marked and include assigned responsibilities with due dates.

AI processes conversation context for action item identification.

Given a conversation in a meeting, when the discussion shifts to a new topic, then the AI should analyze the context and propose any relevant action items based on the conversation flow within 5 seconds.

Meeting leader views highlighted action items during meeting summary.

Given a summarized view of the meeting at its conclusion, when the meeting leader clicks on the action items section, then it should display a clear list of all highlighted actions along with responsible individuals and deadlines for follow-up.

Integration check with calendar and follow-up reminders.

Given an action item has been highlighted, when the user confirms the action item, then it should create a calendar reminder for the assigned participant on the specified due date.

User feedback on highlighted action items for accuracy.

Given a completed meeting, when the user reviews the highlighted action items, then they should have the option to provide feedback on the accuracy of the highlighted action items within 24 hours of the meeting.

Cross-referencing agenda items with highlighted actions.

Given a meeting agenda, when action items are generated, then the system must ensure that all highlighted actions correspond to agenda items discussed, maintaining a 100% correlation for accountability.

Post-Meeting Summary Generation

"As a meeting participant, I want an automated summary of the meeting that highlights decisions and key action items so that I can quickly review what was discussed and follow up appropriately."

Description

This requirement entails creating an automated summary of meeting discussions, emphasizing the prioritized topics and action items highlighted during the meeting. This involves using AI to compile the notes taken, alongside the prioritized agenda items, into a concise report that can be shared with all attendees. This functionality is expected to streamline follow-ups and improve overall meeting efficiency by providing clear outcomes directly after the meeting.

Acceptance Criteria

Post-Meeting Summary Creation for All Participants

Given that the meeting has concluded, When the summary generation feature is triggered, Then a concise report is automatically generated and shared with all meeting attendees within 5 minutes of the meeting ending.

Highlighting Prioritized Action Items in Summary

Given the generated meeting summary, When the summary is reviewed, Then the high-priority action items are prominently highlighted and distinguishable from other notes.

User Customization of Summary Format.

Given a user preference setting, When the post-meeting summary is created, Then the summary is formatted according to the user's customized template, including any chosen fields and layout.

AI Validation of Summary Accuracy

Given the AI assistant has compiled the meeting notes, When the summary is generated, Then the summary should be verified against the original notes to ensure at least 90% accuracy in reflecting discussions and decisions made during the meeting.

Report Accessibility for Non-Attendees

Given that some stakeholders did not attend the meeting, When the meeting summary is generated, Then the report is accessible to non-attendees through a secure link sent via email.

Integration with Task Management Systems

Given the generated post-meeting summary, When action items are identified, Then they should be automatically exported to integrated task management systems (e.g., Asana, Trello) with appropriate due dates and assignments.

Feedback Collection on Summary Utility

Given the availability of the post-meeting summary, When recipients receive the summary, Then they can provide feedback on its utility and clarity through a rating system included in the summary email.

Feedback Mechanism for Priority Adjustments

"As a user, I want to provide feedback on the priority suggestions after meetings so that the system can learn and improve its effectiveness in prioritizing agenda items in future meetings."

Description

This requirement implements a feedback mechanism that allows users to provide insights on the accuracy of the AI's priority assessments after meetings. Users can rate how well the highlighted items reflected the actual importance and propose adjustments for future meetings. This feedback loop is vital for enhancing the AI's predictive capabilities and ensuring continual improvement of the feature.

Acceptance Criteria

Users can submit feedback on the highlighted priority items at the end of a meeting.

Given the user has attended a meeting, when they navigate to the feedback section, then they should be able to rate each highlighted item on a scale of 1 to 5 and provide comments on their relevance.

Users can view their previous feedback submissions to assess trends in AI priority accuracy.

Given the user has submitted feedback in the past, when they access the feedback summary page, then they should see a list of all previous submissions with their corresponding ratings and comments.

The AI system learns from user feedback to adjust future priority assessments.

Given that user feedback has been submitted, when the AI processes this feedback, then it should adjust the weight of highlighted items according to the feedback trends for the next meeting agenda generation.

Users receive notifications summarizing feedback trends and adjustments made by the AI.

Given that feedback has been processed, when a user logs in after their meeting, then they should receive a summary notification highlighting trends and any adjustments made to the AI's priority settings based on their feedback.

Users can suggest new items to be prioritized during future meetings based on past feedback.

Given a meeting is scheduled, when users submit a suggestion, then the item should be added to the agenda with a proposed priority based on previous feedback.

Meeting leaders can retrieve a report of feedback regarding priority highlighting effectiveness.

Given that multiple feedback submissions exist, when the meeting leader requests a report, then they should receive a summary of user ratings and comments categorized by meeting date and priority item.

Template Customization

This allows users to create and save custom agenda templates for different types of meetings—be it brainstorming sessions, project updates, or strategic planning discussions. Users can select from a variety of structured formats tailored to specific meeting objectives, making it easier to set up relevant agendas swiftly and consistently.

Requirements

Custom Template Creation

"As a meeting organizer, I want to create and save custom agenda templates for different types of meetings so that I can set up relevant agendas quickly and maintain consistency in my meeting formats."

Description

This requirement focuses on allowing users to create and save personalized agenda templates tailored to various meeting types. Users will have the capability to design unique templates that reflect the specific needs of their meetings, whether for brainstorming sessions, project updates, or strategic planning. This functionality enhances meeting preparation by streamlining the process of setting up agendas, ensuring that each meeting is structured effectively to meet its objectives. The implementation will include user-friendly tools for adding headers, items, and formatting, as well as an option to clone existing templates for further customization. Ultimately, this feature will lead to more organized meetings, saving time and improving productivity for users.

Acceptance Criteria

User creates a new custom template for a brainstorming session and saves it in the system.

Given a user is logged into MeetSync, when they navigate to the template creation section and select 'Create New Template', then they should be able to add headers, items, and formatting options, save the template, and see it listed in their saved templates.

User clones an existing template to create a new template for project updates.

Given a user is on the templates page, when they select an existing template and choose the 'Clone' option, then they should be able to modify the cloned template's contents and save it as a new custom template without affecting the original template.

User edits a previously saved custom template to update agenda items for a strategic planning meeting.

Given a user has a saved template, when they open the template for editing, then they should be able to remove, add, and modify agenda items, and upon saving, the changes should be reflected in the updated template.

User selects a custom template while scheduling a meeting.

Given a user is scheduling a meeting, when they select the option to use a template and choose a saved custom template, then the meeting setup should auto-populate with the agenda items from the selected template.

User wants to ensure that their agenda template follows consistent formatting guidelines.

Given a user creates or edits a template, when they view the formatting options available, then they should be restricted to a predefined set of formatting styles to maintain consistency across all templates.

User tries to delete a custom template they no longer need.

Given a user accesses their saved templates, when they select a template and choose the 'Delete' option, then they should receive a confirmation prompt, and upon confirming, the template should be removed from the list.

User accesses help documentation for creating and managing templates.

Given a user is on the template creation page, when they select the 'Help' option, then they should be directed to a user-friendly help guide that provides step-by-step instructions for using the template features.

Template Library

"As a busy professional, I want to access a library of predefined meeting templates so that I can quickly select and customize agendas without spending time on setup."

Description

The Template Library feature will enable users to access a curated collection of predefined agenda templates designed for common meeting types. This library will serve as a resource for users who may not have the time or expertise to create their own templates from scratch. By providing structured templates that align with best practices, users can easily select and customize these templates to fit their specific agendas. This functionality supports users in organizing their meetings more effectively, ensuring that they can focus on the content rather than the setup. The implementation will include filters and categories to help users quickly find suitable templates based on their meeting purpose.

Acceptance Criteria

Accessing the Template Library to select a predefined agenda template for a project update meeting.

Given that the user is logged in and navigated to the Template Library, when they browse the collection, then they should see at least 10 predefined templates categorized by meeting type.

Customizing a selected template from the Template Library for a strategic planning meeting.

Given the user selects the 'Strategic Planning' template, when they modify at least two fields of the template and save it, then the customized template should be saved in the user’s account and reflect the changes made.

Filtering templates in the Template Library based on meeting purpose.

Given the user is viewing the Template Library, when they apply a filter for 'Team Meetings', then they should only see templates that are categorized under 'Team Meetings'.

Searching for a specific agenda template by name within the Template Library.

Given the user enters 'Brainstorming Session' in the search bar, when they click search, then the results should display the 'Brainstorming Session' template and any relevant related templates.

Evaluating the accessibility of the Template Library on mobile devices.

Given that the user accesses MeetSync on a mobile device, when they open the Template Library, then they should be able to view, filter, and select templates without any layout issues or functional limitations.

User feedback submission after choosing a template from the Template Library.

Given that the user has selected a template, when they are prompted to provide feedback after using it, then they should be able to submit their rating and comments successfully.

Ensuring that the system suggests templates based on the user's meeting history.

Given the user has conducted several meetings within MeetSync, when they access the Template Library, then the system should recommend at least three templates based on their previous meeting types.

Template Sharing

"As a team leader, I want to share my custom meeting templates with my team so that we can standardize our meeting processes and improve collaboration."

Description

Template Sharing allows users to share their custom agenda templates with colleagues and teams. This requirement enhances collaboration by promoting best practices and consistency across different departments and project teams. Users will have the ability to share templates via a simple link or directly within the MeetSync platform, allowing other users to view, copy, and modify the shared templates for their purposes. This feature encourages a culture of sharing knowledge and resources, leading to improved meeting management across the organization. Implementing this feature will involve creating user permissions to manage who can share templates and how they can be used by others.

Acceptance Criteria

User shares a custom template with a colleague via a shareable link.

Given a user has created a custom template, when they select the 'Share' option, then a shareable link is generated that can be copied and sent to colleagues.

User shares a template directly through the MeetSync platform.

Given a user has created a custom template, when they select the 'Share' option and choose a colleague from the list, then the selected colleague receives a notification within MeetSync about the shared template.

User attempts to share a template without the necessary permissions.

Given a user does not have 'can share' permissions, when they attempt to share a custom template, then an error message is displayed informing them that they lack the required permissions.

A recipient views a shared template through a provided link.

Given a user receives a link to a shared template, when they click the link, then they are redirected to MeetSync where they can view the template details without alterations.

A recipient copies a shared template to use it for their meetings.

Given a user has accessed a shared template, when they select the 'Copy' option, then a new copy of the template is created in their account that they can modify as needed.

A user modifies a copied template successfully and saves it.

Given a user has copied a shared template, when they make changes and select 'Save', then the modified template is saved under their account with the updates reflected.

User manages permissions for shared templates.

Given an organization admin has access to template sharing settings, when they adjust the permissions for a user, then those changes reflect the user's ability to share or modify templates accordingly.

Template Duplication

"As a frequent meeting organizer, I want to duplicate my existing templates so that I can quickly create new agendas with minimal adjustments, enhancing my efficiency."

Description

The Template Duplication feature will enable users to easily duplicate their existing templates for reuse. This functionality simplifies the process of setting up recurring meetings by allowing users to create a new template based on an existing one with minimal adjustments. Users can adjust details like the meeting title or specific agenda items while retaining the overall structure of the original template. This convenience will save time and streamline the processes for users who frequently host similar types of meetings. The implementation will include an intuitive interface for selecting templates to duplicate and quick-access options for immediate editing.

Acceptance Criteria

User duplicates an existing meeting template to create a new agenda for an upcoming project update meeting.

Given a user has an existing meeting template, when they select the template for duplication, then a new template is created with the same structure and default items, which can be edited.

A user edits the duplicated template to fit a new meeting context while retaining the original structure.

Given a duplicated meeting template is opened for editing, when the user modifies the meeting title and agenda items, then those changes should be saved and displayed correctly in the new template without affecting the original.

User accesses the template duplication feature from the template management section.

Given the user is in the template management section, when they choose to duplicate a template, then an immediate option to edit the new template should be presented, along with a prompt confirming duplication.

A user attempts to duplicate a template that is currently in use for a live meeting.

Given a template is in use for a live meeting, when the user tries to duplicate it, then a warning message should display indicating that the template cannot be duplicated while in use.

User creates multiple duplicated templates for recurring meetings efficiently.

Given a user duplicates several templates from the template management area, when they confirm the duplication, then all duplicated templates should be available for immediate editing and use in upcoming meetings.

An admin reviews the template duplication process to ensure it aligns with user permissions.

Given an admin is reviewing user accounts, when they check a user's ability to duplicate templates, then the system should reflect the correct permissions set under their user role.

User confirms the success of duplicating a template through a notification.

Given a user completes the duplication of a template, when the process is complete, then a confirmation notification should appear indicating the duplication was successful and the new template is available for use.

Template Analytics

"As a data-driven manager, I want to access analytics on my meeting templates so that I can assess their effectiveness and make improvements for future meetings."

Description

Template Analytics provides users insights into how frequently their templates are used and how effective they are in facilitating productive meetings. By tracking metrics such as template usage rates and post-meeting feedback, this feature encourages users to refine their templates based on real-world application. This functionality will include dashboards and reports offering visual data representations, helping users understand which templates yield the best outcomes. Integrating this feature will empower users to make data-driven decisions regarding their meeting management practices, contributing to continuous improvement in how meetings are managed within the organization.

Acceptance Criteria

User accesses the Template Analytics feature to review the usage statistics of their custom meeting templates after conducting multiple meetings over a month.

Given a user is logged into MeetSync and has created multiple custom templates, When they navigate to the Template Analytics section, Then the user should see a dashboard displaying usage rates for each template with data on the number of times each template was initiated in meetings over the past month.

A user submits post-meeting feedback for a template usage, and they want to analyze how that feedback correlates with their meeting outcomes.

Given a user has completed a meeting using a specific template and provided feedback, When the user views the Template Analytics dashboard, Then they should see a section for post-meeting feedback ratings alongside key outcomes for that template, with a clear indication of how feedback correlates to effective meeting results.

The user wants to identify which meeting templates yielded the highest satisfaction score based on participant feedback collected after meetings.

Given the user has utilized multiple meeting templates over a defined period, When accessing the Template Analytics reports, Then the user should be able to sort templates based on average satisfaction score, highlighting the most effective templates used in meetings.

A user applies filters to view the performance of their templates over different time frames.

Given a user is viewing their Template Analytics dashboard, When they select a time frame filter for analysis (e.g., last week, last month), Then the displayed usage statistics and feedback metrics should update correspondingly to reflect only the selected time frame's data.

The user wants to generate and download a report summarizing the analytics for their templates for sharing with their team.

Given the user is on the Template Analytics page, When they click on the 'Download Report' button, Then a summary report should be generated in PDF format, containing all relevant statistics and insights regarding template usage and feedback, which can be shared with team members.

A user wants to refine their meeting templates based on usage metrics and feedback insights provided by Template Analytics.

Given the user has accessed the Template Analytics, When they review the insights and see a low usage rate for a particular template, Then there should be an option available for them to edit the template directly from the analytics page, allowing immediate updates to improve usability.

A manager reviews the Template Analytics feature to gauge overall team effectiveness in using templates across various projects and meetings.

Given a manager has permission to view team analytics, When they access the Template Analytics dashboard, Then they should see an overview that aggregates usage and feedback statistics from all team members' templates, identifying trends and areas for improvement across the team's meetings.

Pre-Meeting Engagement Alerts

This feature notifies participants about upcoming meetings and encourages them to review and contribute to the agenda prior to the meeting start. By fostering engagement ahead of time, it increases preparedness and enhances contribution, transforming meetings into more effective collaborative experiences.

Requirements

Engagement Notification System

"As a meeting participant, I want to receive notifications about upcoming meetings so that I can prepare by reviewing the agenda and contributing effectively."

Description

The Engagement Notification System will send alerts to meeting participants 24 hours and 1 hour before the meeting starts. This system will leverage existing calendar integrations to ensure notifications are timely and relevant. It will encourage users to review the meeting agenda, allowing them to prepare effectively. The notifications will be customizable, enabling users to opt in or out based on their preferences. By prompting participants to engage with the agenda in advance, the feature aims to enhance the quality of discussions and ensure more productive meetings.

Acceptance Criteria

Participants receive an engagement notification 24 hours prior to a scheduled meeting.

Given the meeting is scheduled for 10 AM tomorrow, when the time is 10 AM today, then all participants should receive a notification to review the agenda.

Participants receive a reminder notification 1 hour before the meeting starts.

Given the meeting is scheduled for 10 AM, when the time is 9 AM, then all participants should receive a reminder notification to prepare for the meeting.

Users can customize their notification preferences for engagement alerts.

Given a user accesses notification settings, when they toggle their preference for 24-hour and 1-hour reminders, then these preferences should be saved and reflected in future notifications.

Notifications include a direct link to the meeting agenda.

Given a participant receives an engagement notification, when they open the notification, then it should display a clickable link that directly takes them to the meeting agenda.

The system integrates with existing calendar applications for timely notifications.

Given a user schedules a meeting in Google Calendar, when the meeting is saved, then the engagement notification system should automatically schedule notifications according to user preferences.

Participants who opt out do not receive notifications.

Given a participant opts out of receiving notifications, when the engagement alert is triggered, then that participant should not receive any notification.

The system tracks whether participants interacted with the agenda after receiving notifications.

Given a participant receives an engagement notification, when they access the agenda link within a specified time frame, then the system should log this interaction for meeting analytics.

Agenda Review Capability

"As a participant, I want the ability to add topics to the meeting agenda ahead of time so that I can ensure my concerns are addressed during the meeting."

Description

The Agenda Review Capability will allow meeting participants to view and contribute to the meeting agenda prior to the meeting. This feature will be integrated within the MeetSync platform, enabling users to add comments, questions, or topics they wish to discuss. Real-time collaboration will be supported, and all contributions will be auto-saved and visible to all participants. This capability will ensure that everyone has a voice in shaping the agenda, resulting in meetings that are more aligned with participants' expectations and needs.

Acceptance Criteria

Participants can view the meeting agenda prior to the meeting start time.

Given the meeting date is set, when a participant logs into MeetSync, then they should see the full agenda with comments from other attendees.

Participants can contribute to the meeting agenda before the meeting.

Given the agenda is open for contributions, when a participant adds a comment to a specific agenda item, then that comment should be visible to all participants in real-time.

Participants receive notifications about the upcoming meetings and agenda contributions.

Given a meeting is scheduled to occur, when the notification time arrives, then all participants should receive an email alert reminding them to review or contribute to the agenda.

Real-time collaboration on agenda items occurs seamlessly among participants.

Given multiple participants are reviewing the agenda, when one participant makes a change, then all participants should see the update reflected immediately in their view.

The meeting agenda is saved automatically after any changes or contributions.

Given a participant adds or modifies content in the agenda, when they leave the agenda page, then all changes should be saved automatically without needing manual action.

Participants can view the history of contributions to the agenda.

Given the agenda has been modified multiple times, when a participant checks the version history, then they should be able to see all past comments and changes made by participants.

The meeting agenda can be customized by each user.

Given a participant prefers a specific format for the agenda, when they customize their view, then their saved preferences should be retained for future meetings.

Pre-Meeting Engagement Dashboard

"As a meeting organizer, I want to see an overview of participant engagement with the meeting agenda so that I can identify who may need reminders or encouragement to prepare."

Description

The Pre-Meeting Engagement Dashboard will provide a visual summary of upcoming meetings and participant engagement levels. This dashboard will showcase the number of agenda contributions, comments on agenda items, and overall participant readiness for the meeting. It will serve as a tool for meeting organizers to gauge engagement and follow up with less involved participants. Overall, this feature aims to increase accountability and transparency before meetings, leading to better-prepared sessions.

Acceptance Criteria

Dashboard displays an overview of all meetings scheduled for the week to help users identify upcoming engagements at a glance.

Given the user accesses the Pre-Meeting Engagement Dashboard, when the dashboard loads, then it should display a list of all upcoming meetings for the current week, including meeting titles, dates, and times.

Participants can see their individual contributions to the agenda prior to the meeting, promoting accountability and preparation.

Given a participant views the Pre-Meeting Engagement Dashboard, when they check their section, then it should show a summary of their contributions towards the meeting agenda, including the number of items contributed and comments made.

Meeting organizers can monitor overall engagement levels to identify participants who may need reminders to contribute.

Given the meeting organizer accesses the Pre-Meeting Engagement Dashboard, when they view the engagement metrics, then it should display the total number of agenda contributions, comments, and a readiness score for each participant based on their interaction with the agenda.

The dashboard shows a visual representation of participant engagement trends over time to help organizers adjust their approaches.

Given the meeting organizer opens the engagement metrics section of the Pre-Meeting Engagement Dashboard, when they view the participant readiness over the past three meetings, then it should include a graph showing trends in contributions and comments for each participant across those meetings.

Participants receive alerts to encourage their contributions and remind them of their responsibilities before meetings.

Given a meeting is scheduled within the next 48 hours, when participants access their Pre-Meeting Engagement Dashboard, then they should see a notification prompting them to review and contribute to the agenda items.

The dashboard allows for follow-up actions to be assigned based on participant engagement levels.

Given the meeting organizer identifies participants with low engagement from the Pre-Meeting Engagement Dashboard, when they select a participant, then it should allow them to assign follow-up actions or reminders to those participants.

Feedback Loop Implementation

"As a participant, I want to provide feedback on the meeting after it ends so that I can help improve future meetings and increase their effectiveness."

Description

The Feedback Loop Implementation will enable participants to provide input on the meeting process and agenda after the meeting concludes. This feature will include a simple feedback form that participants can fill out to rate the relevance of agenda items and the overall effectiveness of the meeting. The collected data will be aggregated to provide insights into participant satisfaction and areas for improvement, facilitating continuous enhancement of future meetings.