Manage Meetings with Omega 365: Recommended Practice

Meetings are a core part of how organizations make decisions, align teams, and track progress. But managing meetings effectively—before, during, and after—can often feel disorganized and inefficient. With Omega 365 Meetings, your entire meeting process is streamlined in one powerful, integrated system.

This post outlines recommended practices for using the Meetings app in Omega 365 to get the most out of your meetings—ensuring preparation, execution, and follow-up are seamless and traceable.

1. Plan and Prepare with Purpose

Start in the Meetings App

Access all meetings related to your organizational unit directly from the Meetings app. Use filters to view open, past, or upcoming meetings. Easily switch organizational units using the context dropdown at the top of the screen.

Create a New Meeting 

Click New, and fill in the basic details: title, date, process, and unit. If needed, select a meeting template to save time. You can control access by setting the meeting as restricted (only invited participants can view and attend) or open.

Build a Clear Agenda

Break the meeting into structured segments and agenda sections. For each agenda item, add a description, expected outcome, and assign a responsible person. Enable rich text editing to format content, add tables, or insert relevant images for better clarity.

Attach Relevant Content

Upload important documents, link to items from the Document Register, or attach direct links to other Omega 365 apps like the risk register, schedule, cost curves etc. This ensures all participants are well prepared and can access the materials before, during, and after the meeting.

Send Invitations via Outlook

Once participants are added, Omega 365 can send calendar invitations directly to Outlook. This automatically includes all meeting details and a Teams link (if configured in the Setup tab), helping to ensure high attendance and a smooth experience—especially for remote meetings.

An example of a well-prepared meeting, It includes relevant information attached in advance, which participants can preview directly within the meeting app.

Overview of meetings

The Meetings Overview apps is used for getting an overview of the meetings in the organization, including those that you have acess to but is not a particpant, 

2. Execute Efficiently

Track Attendance and Permissions

In the Participants tab, add all attendees and define their access level—either as administrators or read-only. You can also invite external participants and record who is present and who will sign the minutes of meeting (MoM).

Navigate the Meeting Agenda

As the meeting starts, open the Sections tab and follow the agenda. Each section displays its description and attachments in the right-hand pane. Discussions can be logged live below each agenda item.

Assign and Track Actions in Real Time

Log decisions and action items during the meeting. Assign responsibility and set deadlines immediately. All participants can see updates in real time and respond accordingly.

Use Group Chat for Dynamic Communication

Start a group chat directly in the meeting by adding content > group chat. This is great for sharing links, asking questions, or keeping parallel discussions without interrupting the meeting flow.

3. Close with Clarity

End the Meeting 

When the meeting concludes, go to the Setup tab and close the meeting. This secures the meeting log for traceability and prevents further edits.

Review Logs for Decisions and Actions 

The Decision and Action Log summarizes everything captured during the meeting. If your meeting is part of a recurring series, you’ll see decisions across the full series for complete context.

Track Pending Items

Use the Open Actions tab to monitor outstanding tasks. Assigned individuals can close actions by logging a completion comment, ensuring accountability and follow-through.

Download the Meeting Summary

Need a formal record? Generate a PDF report by clicking Reports > Generate MOME. The summary includes agenda, discussions, decisions, and action items, ready to distribute or archive.

A Minutes of Meeting report can be generated, and is stored automatically in Omega.

4. Optimize Recurring Meetings

Create or Join a Meeting Series

Recurring meetings are easy to manage in the Meeting Series tab. Define the frequency and structure, and generate future placeholders. You decide what content to carry forward—such as participant lists or agenda items.

Use Templates to Save Time

If your meetings follow a consistent structure, consider setting up a template for reuse. This is especially helpful for weekly team meetings, steering committees, or project syncs.

Stay Organized with Meeting Overview

Use the Meeting Overview App for a timeline view of all meetings. Filter by your own meetings, meeting series, or participant role to stay on top of your schedule and responsibilities.

Final Thoughts

Omega 365 Meetings gives you full control of your entire meeting lifecycle—from agenda planning and participant management to action tracking and post-meeting reporting. With Outlook integration, built-in document sharing, and traceable decision logs, your meetings become more than just conversations—they become a reliable engine for execution and accountability. 

Whether you're running a project review, governance board, or daily check-in, Omega 365 helps you manage meetings with structure, transparency, and clarity.

You can read the user guide for Meetings here: User Guide: Meetings

Want to see how it works; check out this video: