How To Design A Book Meeting Diary, Staff Work Report Database

 WHAT IS A BOOK RECORD MEETING DIARY or STAFF WORK REPORT DATABASE

In the Office, meetings are organized every day and many times by many different departments, different groups. Of course, Office needs meetings. But meetings are expensive because it takes away time of many people. And time is money.

THE PROBLEMS
• In office, people organize meetings by using email to inform the staffs. But the problem of email is that email is not a database. Since Email is not database. It is like junk dumping warehouse mixing with spam, virus, spy ware. It can't keep records, can't share, can't collaborate, can't manage info.

• Virtually all managers/directors complain that meetings take too long to accomplish too little. 

Case Study
  
The Boss, the Management want to see the details, the results of the meetings. They want to keep track, to review, and to have a record and all the meetings, the date and time, who organizes, who participated, the results after the meetings... In general, it is like a diary of all meetings. Without tracking records, people will forget after few days.

 THE SOLUTION

 • Use EMAIL to send info to meeting staff is not working because email is not a database. DONE.

• Use Web Database is the solution. You create a web database form. Then send email to meeting staffs with a link to this form. Meeting staffs fill the info you need to collect, such as Name, Department, Date time, Meeting Subject, Deadline...and submit. It takes less then 5 minutes to fill the form. Also, staff meetings need to prepare things, organize thoughts before going to the meetings. Right?

What do you do to design this? Here is what you can do

 Step By Step To Design a Web Database Form for Bookkeeping Record Meeting Diary

 To create A Bookkeeping Record Meeting involved 2 steps:
1) Create a Web Database Form that has a table let's say named my_office_meetings to store the details info of that meeting.
2) Send Email the private link to the form for meeting staffs to fill the requested info.

Now, Let's Do It.
Design the Web Database Form

 First, in order to create web database form, you need a new table. In order to create a table, you need to think what kind of data you want in order to keep track for the Office Meetings. This process is called Data Collection.
 
 DATA COLLECTION FOR NEW TABLE  my_office_meetings
 So in order to build this table, you need to create a new table let say named: my_promotion. Here is its code.

 
TABLE FIELD NAMES OR COLUMNS DATA TYPE COLUMN DESCRIPTION
MEETING_ID auto_increment
Primary Key		 It is table Primary Key that is used to make each record row is unique. The simple way to use is name MEETING_ID ( or any name, like BID, or MID...). Then make it auto increment the row every time there is a new record inserted. So that each record is a unique ID number, like your SIN number, to indentify them.  Let's say you use other field, what happens? Let's explain... Let say you use FNAME as Primary Key.
- Use FNAME as Primary Key, the problem is that in the meeting staffs, may be there are 2 staffs who have the same name Amanda. Thus when you do the UPDATE record on Amanda Smith, CMO, change her department from Finance to Marketing, or update her salary from 100.000$ to 500.00$. This also accidentally will update record of Amanda Ng, who is a secretary the salary from 30.000$ to 500.000$. It happens because you use the Primary Key = FNAME. And both has the same FNAME = Amanda.
- Use MEETING_ID as Primary Key, thus Amanda Smith fills info and submit. Her record is 5.
Amanda Ng submits, her record will increase to the next record = 5 +1 = 6. Thus both record has the same name = Amanda. But both is different Primary Key.
NOTE: To Update a record, you click on the first column also a Primary Key.
LOCATION varchar (50) The location this meeting is organized.
NAME varchar (50)
Used varchar because it is words, text, string. It is not a number. This field can contain 50 characters of name. 		It is a the Name of the meeting staff.
TITLE varchar (50) The Title of the meeting staffs. If that person is an organizer, the enter Title + Organizer. Such as: CMO, Meeting Organizer
EMAIL Varchar ( 50) It is a the Email of the meeting staff.
DEPARTMENT Varchar ( 50) It is a the Department of the meeting staff.
MEETING_DATE Datetime The date and time, example, 2008-09-25 15:30
MEETING_TIME_DURATION Double It is the duration time for meeting.  It is the number, like 1.30 hour, or 1 hour, or 0.30 hour.
MEETING_TOPIC Varchar ( 200) It is topic of meeting. For example, " Meeting improving sales in 3rd quarter for each Sales Executive."
YOUR_QUESTION Text - Meeting Staffs submit questions in advance before meeting.
YOUR_SOLUTION_OR_RESPONSIBILITY Text - What is your proposals or suggesting solution for the meeting if you have any. Such as, "- To improve sales for 3rd quarter, we need to revamp, to rebuild the website. Right now, it doesn't do any thing. We can't use it efficiently. Hard time is coming. It hits Bottom Line very hard. Get Smart. Get Help."
AFTER_MEETING_NOTES Text - Entered by the meeting Organizer, the Managers, the Boss after the meeting. So that the Boss, the Management in somewhere, in hotel later can review  result, recommend. That meeting organizer login as Admin. Open table my_office_meetings and update.
DEADLINE date - The deadline to accomplish the above topic of the meeting. The deadline here can be the whole group. Or it can be each individual staff to get the things done.

Next, It is time to create new table.

 CREATE NEW TABLE

CREATE NEW TABLE USE CODE HOW TO CREATE NEW TABLE

CREATE TABLE my_office_meetings (
MEETING_ID int not null auto_increment primary key,
Meeting_Topic varchar(200),
Location varchar(50),
NAME varchar(50),
Title varchar(50),
Email varchar(50),
Department varchar(50),
Meeting_Date Datetime,
Meeting_time_duration double,
Your_Question text,
YOUR_SOLUTION_OR_RESPONSIBILITY text,
DEADLINE date,
AFTER_MEETING_NOTES Text
)
- Copy and Paste the blue code in the [Code Area] of myNet.Dbase. The click [Submit SQL Code] button. It will create the table my_office_meetings.

- Code is not case sensitive. SIGNUP_DATE or Signup_Date is same.

- You can also create new table using Create Table Template Tool. But use Code is faster.  It is like English-syntax language.

- See HOW TO CREATE NEW TABLE.
 


Picture: New table my_office_meetings, with default empty record, is created. Now, Create the Private Web Database Form for this table.

 Next, after you have created a new table my_office_meetings, It is time to create a office meeting PRIVATE WEB DATABASE FORM.

CREATE PRIVATE WEB DATABASE FORM.
It is like a web page form. But Private Web Database Form is not posted on the web site. It is used for privately for member or in-house staffs. People access to the form by clicking on the link from email. In this step, you don't need to design any thing. You just change the info of the Generic Url Link.

This is Generic Url link = http://www.mycompany.com/pub/formbuilder_table.jsp?tb=_feedback  ( Table format form)
OR Url link = http://www.mycompany.com/pub/formbuilder_nifty.jsp?tb=_feedback ( Nifty format form)

You just need to modify a bid in order to use this private web database form. Let's say your website is: www.myoffice.com. Table = my_office_meetings
Then use email to send meeting staffs this private link form is: http://www.myoffice.com/pub/formbuilder_table.jsp?tb=my_office_meetings
 
The Result of Book Record Meeting Form

 When meeting staffs open email and click on this private link form is: http://www.myoffice.com/pub/formbuilder_table.jsp?tb=my_office_meetings

OR  http://www.myoffice.com/pub/formbuilder_nifty.jsp?tb=my_office_meetings  ( Nifty round corner blue format form)
They will open this form.

Picture: This is [Book Record Meeting Form]. You can always Add or Modify the field names of table my_office_meetings. The form will be changed too. The AFTER_MEETING_NOTES : meeting staffs can't see. Only the Boss, the Management can enter notes, recommend.


Picture: This is the record of this meeting saved in database my_office_meetings. Now the Boss, the Management can access and keep track all meetings in 5 years of the company. They use this database in order to evaluate the MEETING RESULTS, the DEADLINE.
Now the Boss can say: "- It is not about how many meetings. It is about the result of the meeting."
- The next meeting, just send email with the same private link form. A new Meeting Topic, new record add on to the database...and keep adding... The Boss now can easily going through all meetings. Just one click, send email, ask for the results.
 
Other Similar Applications based on the Book Record Meeting Database.

Depending on your creativity, use sample of the design of Book Record Meeting Database, you can design:

• Web Message Taken Center Database Customers sit in front of computer all days, it is easy for them to submit their text message from your web form.
• Booking Appointment Database. Such as send to customer an email link to this form to fill before they come to the appointment. So that you have their ID information in database
• Address Book Contact Database, Business Card Database...  Send to 1000 customer emails to fill in so that you have their contact info in database. myNet.Dbase lets you send email by clicking on the email icon.

• You can use Smart Form Builder as private link as well. Smart Form Builder lets you more control of selected fields.
 
CONCLUSION

• To Design Book Record Meeting involved 2 steps: 1) Create a database 2) Send Email the private Url link to this table. Done. You can use Smart Form Builder as private link as well. Smart Form Builder lets you more control of selected fields.
• Meetings are expensive and important. - It is not about how many meetings. It is about the result of the meeting.
We have seen many office meetings don't have records. But now, it has changed:
• The Boss, the Management now have a tool to keep track all meetings, to evaluate the results from looking at the database. Imagine now the Boss have a secretary keeps record all the meetings. The Boss, the Management can see the Topic, the Dead line, the Results, Who is responsibility... just by looking at the meeting records. The Boss sends a quick email to meeting staffs from the Email icon.
• If use Email to as a way to organize a meeting, there is no meeting record kept. The Boss, the Management, the People forget easily.
• Design Book Record Meeting Web Database is not easy even for web programming developer. However, you can design this for just few steps. Done.