Administrative & Communication WorkflowsPurpose
1. Ensure all meeting attendees receive accurate minutes and assigned action points directly post-meeting.
2. Centralize and document discussions, agreements, assigned responsibilities, and timelines for future reference in community theatre operations.
3. Improve collaboration, ensure accountability, and reinforce communication among cast, crew, directors, and volunteers.
4. Reduce manual administrative workload associated with meeting follow-ups and task delegation in amateur theater.
Trigger Conditions
1. Submission or finalization of meeting minutes in a predetermined format (doc, form, or app).
2. Manual trigger post-meeting by admin or auto-detection from a scheduled calendar event’s end time.
3. Upload or sharing of meeting recording file in storage or collaboration application.
4. New task or note creation in project management or note-taking application categorized as ‘minutes’.
5. Receipt of a summary or action point email with specific subject keywords (e.g., "Meeting Minutes").
Platform Variants
1. Google Docs
- Function: “Document Export” or “Share” API
- Sample: Auto-export Google Doc minutes and share via email with access controls.
2. Microsoft Outlook
- Function: “Send Email” and “Calendar Event Integration”
- Sample: Fetch attendees from calendar and email structured minutes with action points.
3. Slack
- Function: “Chat.postMessage” API
- Sample: Deliver digest summary to specified channels or direct message participants.
4. Trello
- Function: “Create Card” API
- Sample: Each action point becomes a Trello card in the meeting board assigned to users.
5. Asana
- Function: “Create Task” and “Send Message”
- Sample: Convert minutes into actionable Asana tasks assigned to names in minutes.
6. Monday.com
- Function: “Item Creation” via API
- Sample: Action items post as new items on relevant boards, linked to the responsible person.
7. Notion
- Function: “Page Creation”
- Sample: Minutes parsed to new Notion pages; action points as database entries.
8. Dropbox
- Function: “File Upload” and “Share Link”
- Sample: Upload minutes PDF and distribute the shared link to attendee emails.
9. Google Drive
- Function: “Share File” and “Send Notification”
- Sample: Share minutes with attendees and notify via automated email.
10. Zoom
- Function: “Recording Ended” and “Webhook”
- Sample: On meeting end, trigger distribution workflow based on the latest transcript.
11. SendGrid
- Function: “Send Email” API
- Sample: Email detailed minutes and deadlines, track delivery status.
12. Twilio SMS
- Function: “Send SMS”
- Sample: Summarized action points sent as SMS for key recipients.
13. Mailchimp
- Function: “Send Campaign”
- Sample: Distribute minutes as formatted newsletters for groups like the volunteer committee.
14. Airtable
- Function: “Create Record”
- Sample: Store each action point as a record and send auto-notification to assignees.
15. Zapier
- Function: “Webhooks” and “Automated Actions”
- Sample: Chain actions between storage, email, chat, and project management.
16. ClickUp
- Function: “Task Creation”
- Sample: Create actionable tasks per action point and notify assignees.
17. OneDrive
- Function: “Share File”
- Sample: Upload and auto-share minutes document via OneDrive links.
18. Evernote
- Function: “Create Note”
- Sample: Notes with minutes and tasks distributed to shared notebooks.
19. Microsoft Teams
- Function: “Send Message” and “Channel Notification”
- Sample: Post structured minutes in team channel or DM attendees.
20. Box
- Function: “Share File”
- Sample: Distribute secure links to minutes document for review and feedback.
21. Basecamp
- Function: “Create To-Do”
- Sample: Auto-create to-dos from action items and notify responsible team members.
22. Discord
- Function: “Webhook Notification”
- Sample: Post action points summary to relevant community channel.
23. Todoist
- Function: “Add Task” API
- Sample: Each action item becomes a tracked Todoist task.
24. JIRA
- Function: “Issue Creation”
- Sample: Complex tasks captured as issues, with deadlines and assignments.
25. Smartsheet
- Function: “Row Creation”
- Sample: Log each action item as a row in the meeting follow-up sheet.
Benefits
1. Immediate and consistent communication post-meeting for all cast and crew members.
2. Transparent record-keeping and decreased miscommunication about assigned tasks.
3. Improved participation and accountability with automated notifications and reminders.
4. Reduced manual administrative effort, freeing time for creative and performance work.
5. Flexible—supports multiple platforms, device types, and notification channels.