Sharepoint 2013 Meeting Workspace Template

Table of Contents

• Overview
• Features
• Benefits
• How to Use
• Best Practices
• Limitations
• Conclusion

Overview

The Sharepoint 2013 Meeting Workspace Template is a powerful tool that allows teams to collaborate and organize their meetings effectively. With this template, you can create a centralized space where team members can access meeting agendas, minutes, documents, and tasks. This article will explore the features, benefits, and best practices of using this template.

Features

The Meeting Workspace Template offers various features that enhance collaboration and productivity during meetings. Some key features include:

• Agenda Management: Easily create and manage meeting agendas, ensuring that all participants are well-prepared and aligned.
• Document Sharing: Share relevant documents, presentations, and files with meeting attendees, eliminating the need for multiple email exchanges.
• Task Assignment: Assign tasks to team members during or after the meeting, ensuring accountability and timely completion.
• Discussion Boards: Enable participants to engage in discussions, ask questions, and provide updates, fostering collaboration and knowledge sharing.
• Meeting Minutes: Capture and document meeting minutes for future reference, ensuring that key decisions and action items are recorded.

Benefits

The Sharepoint 2013 Meeting Workspace Template offers several benefits that improve team efficiency and effectiveness:

• Centralized Information: All meeting-related information is stored in one central location, making it easily accessible to all team members.
• Improved Collaboration: Participants can collaborate in real-time, sharing ideas, feedback, and updates during and after the meeting.
• Streamlined Communication: Eliminate the need for lengthy email threads by using the template’s discussion boards and document sharing capabilities.
• Enhanced Accountability: Assigning tasks within the template ensures that responsibilities are clear, and progress can be tracked.
• Efficient Meeting Management: The template provides a structured framework for organizing and managing meetings, saving time and effort for meeting organizers.

How to Use

Using the Sharepoint 2013 Meeting Workspace Template is straightforward. Here’s a step-by-step guide:

1. Create a new Meeting Workspace site using the template.
2. Add meeting details, such as date, time, location, and participants.
3. Create an agenda by adding agenda items and assigning time slots.
4. Upload relevant documents and presentations for participants to access.
5. During the meeting, use the template’s discussion boards to engage in real-time conversations.
6. Assign tasks to team members and set deadlines for completion.
7. Record meeting minutes, capturing key decisions, action items, and next steps.
8. After the meeting, share the meeting minutes and any additional follow-up documents.

Best Practices

To make the most of the Sharepoint 2013 Meeting Workspace Template, consider the following best practices:

• Preparation: Ensure that all relevant documents and materials are uploaded before the meeting.
• Agenda Clarity: Clearly define agenda items and allocate appropriate time for each item.
• Active Participation: Encourage participants to actively engage in discussions, share ideas, and provide updates.
• Timely Follow-up: Assign tasks and deadlines promptly, and regularly follow up on progress.
• Document Versioning: Maintain version control for shared documents to avoid confusion.

Limitations

While the Sharepoint 2013 Meeting Workspace Template offers numerous benefits, it also has some limitations:

• Complexity: The template may have a learning curve for users who are not familiar with Sharepoint.
• Customization: Customizing the template to suit specific requirements may require advanced Sharepoint knowledge.
• Dependency: The template relies on Sharepoint infrastructure, so any issues with Sharepoint may impact its functionality.

Conclusion

The Sharepoint 2013 Meeting Workspace Template is an invaluable tool for effectively managing and organizing meetings. Its features, benefits, and best practices contribute to improved collaboration, streamlined communication, and enhanced productivity. While it has some limitations, the overall advantages make it a worthwhile investment for any team or organization.