How can I use the site to hold meetings better?
John Reekie, 26 Oct 1999

The following was prompted by a real meeting that could have run a lot more smoothly. Problems such as everybody not having had access to the right materials prior to the meeting, problems connecting laptops to projectors, and similar things are very easy to avoid if you use the relevant forum. The following suggestions will be particularly helpful for scheduled meeting, especially if they involve preparation of materials for review or presentation of slides.

Prior to the meeting, the meeting organize should create a new topic in the forum of the relevant group. (We'll assume that meeting attendees are member of the same workgroup or have appropriate access levels.) He or she should post initial material, such as an agenda and material to be discussed, and email the group so they know that the material is there.

In the leadup to the meeting, attendees post any additional material to be discussed at the meeting in that topic, and send email. This way the other attendees will be able to review materials before the meeting.

Anyone that is planning to present slides at the meeting should post their slides -- in powerpoint and perhaps PDF -- prior to the meeting. This ensures that (assuming that there is at least one computer that works with the projector) the slides will be easily brought up when needed, without needing to mess around with laptops and projectors.

After the meeting, minutes, additional materials, and discussions can all be posted to the same forum topic. You will have a complete and invaluable record of the meeting and ensuing followup. Please give it a try.