1. Create a work item for the meeting

If you created work items from a work item template, then a work item may already have been created.

Include in the work item the purpose of the meeting, agenda, and link to material to be reviewed in the meeting.

2. Send out invitations

The invitation should clearly indicate how those who cannot attend the meeting can provide input.

For example:

Release 2.0 Planning Meeting
[Meeting coordinates (time, place, webmeeting info]
If unable to attend, please review the Product Vision [link] and Product Backlog [link] and attach any comments you would like us to discuss in the meeting to the "Plan release 2.0" work item [link].

1. Designate a presenter to share his or her screen and do updates.

Ideally the attendees are also logged into Rational Team Concert so that they can help log work items (such as ideas and impediments) as they arise, to offload the scribe.

2. Designate a scribe to take minutes (if minutes are desired)

Minutes can be added to the work item, or to the work product being reviewed.

On plans you can use or add a page for meeting notes. See Adding plan pages and Creating plan notes.

Retrospective type work items include a "Notes" section.  If you use a Task work item, you can capture meeting notes in the "Description" section.

3. Set the state of the meeting work item to "In Progress".

1. Create work items from notes 

Create additional work items (typically some tasks, risks, and/or impediments) based on any notes taken during the meeting.

2. Add reviewers/approvers

To ensure everyone provides feedback, consider adding absent team members as reviewers/approvers.

Reviews/approvals are covered under Triaging work items in the web client.

3. Resolve the work item

If you have a work item for the meeting, set the meeting work item to "Done" after all offline feedback is received.