1. The problem
We hold many meetings every day: huddles, handovers, department and HoD meetings. Good decisions are made. But often:
- Decisions are not written down, or the notes stay in one notebook.
- Tasks have no clear owner or due date.
- Open items are forgotten and come back later as bigger problems.
- Topics that need two departments (for example water supply for the ER) get stuck between teams.
- Managers cannot easily see what is done, what is late, and where a team needs support.
This is based on day-to-day experience in the project. It has not yet been measured; measuring it is part of the pilot.
2. Objective
Every meeting ends in decisions; every decision becomes a task with an owner; every task stays visible until done.
3. Users and scope
- Project size: about 350 staff.
- Tool users: supervisors and above (supervisors, managers, coordinators), about 30 accounts.
- Teams covered: those 30 accounts lead teams of about 200 people. Frontline staff do not need an account; their supervisor records tasks for the team.
- Facilities: the main hospital (IPD) and the OPD as a separate facility, so results can be seen for each.
- Out of scope for the pilot: patient data of any kind, HR files, finance approvals.
4. What we are testing
Available now
- The basic meeting form (Record a meeting outcome): meeting, decisions and tasks with owners, sent through a simple online form.
Shown in the mockup (example data only)
- Agenda: plan a meeting, invite people, add agenda items with presenter, time and type, and carry over open tasks from earlier meetings.
- Outcomes per agenda item: each item gets decisions, then tasks. Unfinished items are carried to the next meeting.
- Tasks: one owner, a due date, gentle quality checks, one-tap Done and Ask for support.
- Escalation and cross-department attention: late tasks ask the line manager for support; heads of department can raise shared topics.
- Dashboard and reports: done, pending, needs attention, by department, level and facility; recognition for teams.
Phases
Phase 0 · Basic form live. Live
Record meeting outcomes with the online form. Learn what people actually write.
Record meeting outcomes with the online form. Learn what people actually write.
Phase 1 · Agenda, outcomes and tasks for HoD meetings. Mockup
Start with heads of department only: plan the agenda, record decisions per item, create tasks with owners.
Start with heads of department only: plan the agenda, record decisions per item, create tasks with owners.
Phase 2 · Escalation and cross-department attention. Mockup
Late tasks ask for support; shared topics are raised and resolved together.
Late tasks ask for support; shared topics are raised and resolved together.
Phase 3 · Dashboard and reports. Mockup
Results by department and facility, weekly summary, recognition for teams.
Results by department and facility, weekly summary, recognition for teams.
5. Feasibility checks
Status: Ready can be used now · Partly possible, with work or a decision still needed · Blocker must be solved before real use.
| Area | What we checked | Status |
|---|---|---|
| Technical | Hosting on Netlify and Netlify Forms for the meeting form. Both are working today. | Ready |
| Technical (full features) | Agenda, task tracking, logins and the dashboard need a small database and accounts. Only the mockup exists so far. | Partly |
| People and time | Designed for one-tap actions on a phone and about a minute per meeting. Risk: low adoption during emergencies and surges, when meetings are short and people are busy. | Partly |
| Data protection | Staff names, roles and tasks are personal data. The site is on a public link today. Access control (login) is needed before any real names or tasks are entered. No patient data, ever. | Blocker |
| Cost | Hosting runs on the existing Netlify team. The email notification provider is still to be chosen, so its cost is not known yet. | Partly |
| Dependencies | The existing website at ahmed-mostafa.org has no code repository. Linking or changing it needs a developer. | Partly |
6. Risks and how we reduce them
| Risk | How we reduce it |
|---|---|
| Low use during emergencies | Keep it to one minute and one tap; allow recording within 24 hours, not during the meeting; start with HoD meetings only. |
| Staff data visible on a public link | Example data only until login and access control are in place; agree data rules with the PC and HR first. |
| Feels like monitoring or blame | Encouraging language, "Ask for support" instead of "late", recognition for teams, not individuals. |
| Unclear tasks pile up | Gentle quality checks (action verb, owner, due date) and carry-over of open items to the next agenda. |
| No developer or budget for the next phase | Decide on Phase 1 only after Phase 0 results; keep features small; choose the email provider early. |
| Poor connectivity in the hospital | Light pages that work on a phone; summaries can be copied into WhatsApp. |
7. How we will know it works
No baseline has been measured yet. All targets below are proposed and will be agreed with the heads of department after the first weeks.
| Measure | Proposed target |
|---|---|
| % of meetings recorded within 24 hours | To be set after a baseline proposed |
| % of tasks with an owner and a due date | Most tasks proposed |
| % of tasks done on time | Improving week by week proposed |
| % of agenda items closed with a decision | To be set after a baseline proposed |
| Number of support requests resolved | Tracked; rising use is a good sign proposed |
| User feedback (short survey of the ~30 users) | Most say it saves time proposed |
8. Next steps
- Keep Phase 0 running: use the meeting form for HoD meetings and collect feedback.
- Agree data protection rules and access control with the PC and HR before any real data.
- Choose an email notification provider and confirm its cost.
- Find developer support for Phase 1, and for any change to ahmed-mostafa.org.
- Agree the success measures and targets with the heads of department.
- Review after Phase 0 and decide: go, adjust, or stop.
Try it
Record a meeting outcome the live basic form.
Dashboard mockup agenda, tasks and results, with example data only.