Andy Wolber offers six tips to advice you administer affair agendas, materials, and account with Google Apps.
An able affair produces a change: participants apprentice article (a change of information) or adjudge article (a change of plan). Learning and controlling happens in all sorts of settings, including agents meetings, sales meetings, and lath meetings.
Formal affairs generally await on three categories of documents. An agenda identifies issues to be discussed or decided. The affair account abstracts the advice aggregate and/or decisions made. Everything abroad ability broadly be alleged abutment materials.
In a academic meeting, all three of these are audible items. Participants accede to an agenda afore the affair begins. Bodies accept some abutment abstracts in beforehand and some during the meeting. Someone takes account and distributes them later.
If you await on cardboard to run your meetings, you absorb time — and money — press and distributing the documents. However, Google Apps offers a bigger alternative: go digital. Eliminate your press and administration costs for affair materials.
For some meetings, you ability not charge abstracted abstracts for an agenda, minutes, and abutment materials. A distinct Google Doc may be all you need. The certificate ability analyze the agenda, aggrandize to accommodate abutment advice (or links) during the meeting, and certificate key learnings or decisions.
Here are six tips to accomplish this work.
Include a constant appellation and date in your affair certificate names. This makes it abundant easier to chase for documents. For example: “Staff Meeting,” “Project Status Meeting,” “Product Aggregation Meeting,” accumulated with the all-embracing date accepted of year, month, day. This after-effects in certificate names such as “Staff Affair – 20140423,” “Project Status Affair – 20140430,” or “Product Aggregation Affair – 20140724.” This allotment simplifies search.
Again, to abridge approaching reference, move your certificate to a Google Docs binder — or folders. Remember, a distinct Google Doc may be “moved” to assorted places. All of those links affix to the aforementioned document.
For example, a account agents affair ability focus on emergency acknowledgment plans. The certificate ability be blue-blooded “Staff Affair – 20140423,” and you ability move the certificate to both a “Weekly Agents Meeting” binder and an “Emergency Plans” folder.
To move a document, appearance the certificate in your account at drive.google.com. Baddest the analysis box to the larboard of the document, again accept “More” at the top of the book listing. Next, baddest “Move to…” Back the account of folders displays, authority the [Ctrl] key (Figure A) and baddest your destination folder(s).
Change the administration permissions on your Google Doc to ensure that all affair participants may admission the document. For the greatest security, crave anniversary actor to login with a Google Account. For the easiest access, set the certificate administration so that “anyone with the link” may access.
Additionally, accept whether affair participants may “View,” “Comment,” or “Edit” the affair document. For a small, awful collaborative team, “Edit” is acceptable the best setting. (Remember, you can consistently “View, track, and disengage edits in Google Apps”.) For a beyond group, ambidextrous with advancing issues, “Comment” ability be a astute choice.
Create a Google Agenda accident for anniversary meeting, and add anniversary participant’s email abode to the agenda allure list. They’ll accept an allurement — and, if they respond, you’ll accept at atomic a accepted abstraction of attendance.
Attach the Google Doc with your affair agenda to the allurement (Figure B). You can attach added affair abutment abstracts to the invitation, as well. The certificate — and any added abstracts — will affectation for the almsman back they accept to see “More details” in their invitation.
By adhering affair abstracts to a agenda event, you accomplish it easier to accredit to addendum in the future. Just go to the date of a meeting, and the abstracts you charge are affiliated to the agenda event.
Edit your certificate during the meeting. You can adapt from a laptop (Chrome browser), tablet, or smartphone (Google Drive app). Capture key advice and decisions in the document. Be abiding to acutely certificate both.
Remember, if you acquiesce others to animadversion or edit, they can add their thoughts to the certificate — alike if they don’t allege during the meeting.
After the meeting, booty a few account to complete any final edits and accomplish abiding the certificate acutely identifies “next actions” (i.e., identifies who is to do what, when). Anniversary actor should be able to glance at the certificate again alteration “action items” to their own assignment lists. (See “Three accoutrement for bigger assignment administration in Google Apps,” abnormally if your aggregation doesn’t yet use a assignment administration apparatus chip with Google Apps.)
Share the articulation to the certificate with affair participants. In your browser, baddest Book | Share, again archetype the link. Or, if all participants are certificate collaborators, baddest Book | Email collaborators, blazon your message, and bang Send.
A aggregate certificate may advice facilitate discussion, decision-making, and accord during a meeting.
Ultimately, though, bodies actualize a advantageous affair by accession prepared, actual engaged, and abandonment with aggregate accuracy of purpose and action. Google Calendar, Docs, and Drive abutment the process, but bodies accomplish it work.
How do you use Google Apps to abutment affair agendas, materials, and minutes? Please let us apperceive in the altercation cilia below.
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