Improving Results Of Meetings With Sharepoint Workspace

By Author: Dylan Rodriguez
Total Articles: 131
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Meetings are collaborative platforms. They are key activities in most team work. Yet team meetings without a focus or preparation often turn out to be a waste of time. They cause more damage than benefit: waste of time, confusion, more loss of time to gain clarity, and opportunity cost due to loss of effective effort.

Good meetings result in decisions, task lists, and promises or demands of collaboration at different levels. But the success of these meetings depends on follow-up, It's depends on activities such as capturing all the information discussed and regular reminders for working on tasks and collaboration. Software tools are available to help teams do these activities. But they are only useful if they are well designed and convenient to use.

There are various software applications that help organize meetings such as Chaos Intellect, Microsoft Outlook, Task line, and Essential PIM. Microsoft SharePoint solutions for meetings are a web-based application-Meeting Workspace. Like a team site, this is also a site but its focus is meetings.

Users can create Sharepoint Workspace if they have the permission ...
... to. This can be found out from the Site Action menu. If the New Site option is not available, then the user does not have permission and therefore cannot create a Meeting. However, if the user has the permission, he or she can click on the New Site option, which presents five Meeting Workspace options: Basic Meeting Workspace, Blank Workspace, Decision Workspace, Social Workspace, and Multiple Meeting Workspace. All of them are similar but differ on their focus.

A Basic Meeting Workplace is a type of SharePoint team site, which allows users to organize a meeting by setting objectives and agendas. Users can upload meeting-related documents to help participants prepare and plan for a meeting. This site provides lists for managing the agenda, meeting attendees and documents. With the help of this site, attendees can interact with each other using discussion boards both before and after the meeting (including for follow-up).

A Social Meeting Workspace is a type of SharePoint team site meant for planning social events. Users can track the attendees with the help of lists and give them directions to the venue. This workspace also allows participants to upload and share pictures of the event.

Decision Meeting Workspace sites are meant for reviewing documents and recording decisions reached at meetings. Blank Workspace sites can be fully customized.

Objectives set in a meeting are generally met in a defined period such as a few days, a week, a month and so on. Therefore, Meeting SharePoint Workspace will have a short-term use compared to team sites. So after the meeting objectives are met, you can delete the relevant Meeting Sharepoint Workspace. Users need permission to delete a Workspace. To delete a Meeting Workspace site, you need to go to the Site Actions menu and select Site Settings. From the Site Settings page select the Delete this site option.

For More Information:- Sharepoint Solutions | Sharepoint Workspace