Meeting Monitoring System
Enabling digital transformation in the management of meetings, committees and councils for the government sector
What is a Meeting Monitoring System?
In support of and achieving the goals of Vision 2030, we have designed “Meeting Monitor”, an integrated and innovative digital solution that aims to improve the management of meetings, committees, and councils in government and advisory entities, and enhance efficiency and productivity by providing a central platform for organizing and following up meetings, committees, and councils, whether in-person or remotely. The system is designed with a deep understanding of the needs of the government sector, linked to the Nafath platform, ensuring a safe, seamless, and efficient experience.
Why Meeting Monitoring System?
Enhancing Governance and Transparency
By providing a centralized platform for managing meetings, committees, and councils, the system contributes to enhancing governance and transparency within government entities, all aspects of the meeting, from planning to implementation and follow-up, ensuring that all stakeholders are aware and decisions are made in a clear and traceable manner, this enhances accountability and improves the quality of government services.
Task Management System to Follow up on the Implementation of Recommendations
The system is characterized by its ability to manage tasks related to the implementation of recommendations issued by meetings, committees, and councils, which distinguishes it from other systems that are limited to managing meetings and voting, with accurate follow-up of tasks until completion, automatic reminders and the ability to discuss them to ensure that there is no delay in implementation, this feature makes the system an integrated tool for managing recommendations, ensuring accurate reports on the status of achievement.
User Experience and Ease of Use
The system features an intuitive user interface, making it suitable for users of various levels of technical expertise. This design reduces the training time required, allowing government entities to quickly adopt the system and realize its benefits as soon as possible.
Supporting Recent Trends
The system is designed to support modern trends in meeting management, committees, and councils in particular, including support for remote meetings in today's work environments, the system ensures that all participants, regardless of their geographical location, can participate effectively in meetings and decision-making processes, this aspect enhances the resilience of government entities and ensures business continuity in light of various challenges.
High Security
The system is built on high security standards, with a focus on complying with cybersecurity requirements, which is critical for government entities dealing with sensitive data, the system ensures information protection, making it a reliable choice for entities that need to ensure data confidentiality and security.
System Features and Features:
The system offers a wide range of features and features that meet the complex needs of managing meetings, committees and councils in the government and consulting sector:
- Member and Group Management: The system allows members to register with their roles and responsibilities, and create and manage diverse member groups according to the appropriate classification ensuring the clarity of the organizational structure, this feature is especially useful for government entities dealing with multiple committees or boards, as the hierarchical roles are actually reflected digitally.
- Planning and scheduling meetings: The system allows planning and scheduling meetings in comprehensive details, including: the title of the meeting or committee, its date, time, location, participating members and meeting themes, invitations are sent through multiple channels such as: WhatsApp, text messages, or email, ensuring that all members are informed and prepared appropriately, this feature reduces the administrative burden and enhances communication efficiency.
- Flexible attendance options: The system supports in-person and virtual sharing, and accommodates platforms such as Zoom, Microsoft Teams, andWebEx, this flexibility is essential for modern government operations, ensuring that meetings can be held regardless of participants' locations.
- Handling Recommendations and Decisions: After the meeting or committee, the recommendations are recorded with a clear definition of the responsibilities and members responsible for them, the weight and importance of the voice according to the nature of the position, and the actual dates for their implementation.
- E-Voting and Approval: The system facilitates electronic voting on recommendations, as it allows members to vote by: Agree/Reject/Neutral, and sign them, with the possibility of integration with e-signature platforms, ensuring that decisions are documented and made resistant to manipulation, which is crucial from the legal side and scrutiny of government agencies.
- Task management to follow up on recommendations: After voting on recommendations and distributing tasks to members, the system enables accurate tracking and automatic reminders until the task is closed, enhancing accountability and coordination between teams by documenting the steps and interactive discussion.
- Reports and Statistics: Comprehensive analytics reports are created, providing insights into the performance of a meeting, committee, or council, attendance, and decision results, these reports are invaluable for government agencies to monitor efficiency and make data-driven decisions, and previous meetings, committees, and councils can be archived and their contents and results can be documented.
- Customization: The identity of the system can be customized to match the private identity of the government or consulting entity that uses it.
- Security measures: Access to the system is secured through multiple methods, including integration with the National Unified Platform (Nafath), national identity verification, email login, or guest access, ensuring compliance with high security standards in handling sensitive government data, and in line with cybersecurity regulations.
Meeting Monitoring System vs Traditional Methods
Feature | Monitoring meetings | Traditional Methods |
Group Management | Digital, with specific roles and functions | Handmade, often paper |
Scheduling of meetings, committees and councils | Automatic, multi-channel invitations | Manual scheduling, limited access |
Attendance Options | In-Person & Virtual, Flexible | Mainly in-person, less flexible |
Dealing with recommendations | Electronic Tracking | Papery, error-prone |
Voting and approval | Electronic, secure, and documented | Manual, less secure, time-consuming |
Reports | Increhensive, data-driven | Limited, often manual assembly |
Security | High, compliant with cybersecurity standards | Low, trustworthiness and preservation |
Ultimately, a meeting monitoring system is a strategic partner for government and consulting entities in their digital transformation journey. By providing a comprehensive, secure, and easy-to-use solution.
Our Clients
