Meetings are carried out on a regular basis across organizations. The objective of any meeting is usually to discuss an issue and find the way forward. In traditional formal meetings, participants are usually informed of the agenda in advance and given supporting materials.
During the meeting, an appointed person may take minutes. At the end of the meeting, the minutes will be printed and distributed to the participants. Traditional meetings can be expensive given that you have to print papers for every participant, from invitations to minutes. You can however make your meetings more effective by using Google Apps.
Google Apps modules can help you save time and improve the effectiveness of your meetings thanks to their availability on the cloud. Using various modules like Docs and Calendar, you can get participants of your meeting up to speed on the agenda to be discussed. For example, you can set the date of the meeting and invite participants through Calendar. Your invitation can specify the date of the meeting, venue and agenda. On the same note, participants can be reminded of the meeting a few days or hours before schedule through Calendar.
When holding the meeting, you can use Docs to take notes. The notes can be added or edited in real time. If you have a special meeting where participants have to contribute notes, each person can be given write or read access to the meeting document. The document can be shared and viewed in Google Drive. At the end of the meeting, the final minutes can be shared with every participant through email.
Another benefit of Google Apps is its mobile capability. Most Google Apps modules that are important for holding meetings, including Calendar, Docs and Drive, are accessible on your mobile phone. Therefore, participants can stay engaged and follow up on discussions and minutes of the meeting in real time through their mobile phones. There is also no need to have face-to-face meetings thanks to communication modules like Hangouts.
Next time you are planning a meeting, use Google Apps to save you time and money.
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About Ajay Prasad
Ajay Prasad is the President and Founder of Global Marketing Resources, LLC, which runs a number of Internet strategy and e-commerce companies under its umbrella. Ajay's functional expertise includes website strategy, marketing management, business development, consumer research, market analysis and strategic planning. GMR Website Maintenance focuses on all aspects of website maintenance and ensures high quality and efficient website maintenance services, tailored to fit each of our client's needs. Google+
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