By now, everyone knows Microsoft Teams. Microsoft Loop, on the other hand, is still a black box for most people. Unfairly so. Because it is precisely the combination of Loop and Teams that opens up new possibilities, not least for meetings.
The classic problems around meetings
This, or something very much like it, is how most meetings are typically organised, run and followed up:
- Before the meeting: One person sends a Teams meeting invitation via Outlook, sets the agenda in the invitation (or there is no agenda at all), and the participants have no way of adding important points to that agenda.
- During the meeting: Because the agenda in the calendar invitation cannot be edited, meeting notes and decisions have to be documented in a separate application (or they end up on paper).
- After the meeting: No shared documentation for everyone involved. Each person takes their own notes. Misalignment is anything but rare.
Smarter meetings with Loop
Loop gives teams the chance to make meetings more alive. Everyone can edit and add to the meeting notes before, during and after the meeting. Changes are synced automatically.
Because Loop is connected to other Microsoft 365 applications, for example Microsoft Planner for shared tasks, the entire process around meetings gets better.
Step by step guide
Step 1: Organise the meeting via Teams
- Create the meeting from the calendar in Microsoft Teams
- Select «Add an agenda»
Step 2: Set the agenda
The Loop component for the meeting notes has now been created. Set the agenda and @mention specific people so they know what they will be responsible for.
Step 3: Additions from the participants
All participants can add things before the meeting even starts, for example straight from the email invitation in Outlook.
Step 4: Meeting notes and follow-up tasks during the meeting
- All participants see the agenda, the notes and the tasks directly in the Teams meeting
- All participants can take minutes at the same time and write down their thoughts
- Follow-up tasks can be defined, assigned and given a due date. These tasks sync with Microsoft Planner and Microsoft To Do
Step 5: Work with the meeting notes after the meeting
The meeting notes are saved as a new page in Microsoft Loop, accessible to everyone who took part:
- Open Microsoft Loop
- Select «Meeting notes» on the left
- Then use the calendar icon to pick the day and the meeting note you want
Step 6: Open follow-up tasks in Planner or To Do
You can edit and add to the follow-up tasks agreed in the meeting in Planner or To Do. The tasks open in Microsoft Planner and can be enriched with further details.
Step 7: Changes are synced automatically
When a task is marked as complete in Planner or further notes are added, this is synced automatically on the Loop page.
Step 8: Add the meeting notes to a workspace
Using the workspace icon, you can add the meeting notes to a specific workspace, for example a workspace for a particular project.
Conclusion
If you want to organise meetings more smartly, the Loop component in Teams meetings is a powerful solution. It improves collaboration before, during and after meetings. Everyone can take part. Changes are synced automatically. Everyone is always up to date.
