SharePoint Meeting Manager
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The SharePoint Meeting Manager offers a complete SharePoint meeting life-cycle management as automatic WordML-based meeting minutes, improved workspace templates, additional lists and libraries to handle meeting materials, role-based access rights for attendees, consistent management in Outlook and/or SharePoint, and improved notification and workflow system.
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Our team of consultants are experts with a unique approach to cover the entire project from start to finish.
If you are using the platform for the project, our consulting services will help you configure a smooth migration. This is the best way to avoid critical errors and data loss.
Knowledge sharing is an essential part of our consulting expertise. We share best practices and guidance throughout the entire progress of your migration:
- Kickoff meeting to define the scope of the project
- Help in defining the migration path
- Guidance for configuring the platform to your needs
- Direct contact available by phone or Skype
- Assistance for “How to” questions
- Weekly updates & reports
- Post-meeting recommendations and feedbacksConsultants are not support engineers, technical issues (bugs) should be handled by our support team for faster time response.See how we support projects with ouAnother type of solution commonly created using SharePoint is the meeting managementsolution. Meeting management solutions are used to manage meeting life cycles. A meetinglife cycle includes all tasks followed before, during, and after a meeting. The tasks can begrouped into the following categories:
• Planning for the meeting: Includes tasks such as setting the meeting time and place,
inviting attendees, tracking attendee responses, defining the agenda, and collecting
materials that will be used during the meeting.
• Facilitating the meeting: Includes tasks such as following the agenda, presenting materials, recording decisions that are made, and tracking action items that are identified.
• Post-meeting follow-up: Includes tasks such as managing action items and publishing
post-meeting materials, such as meeting minutes.
SharePoint Portal Server and Windows SharePoint Services provide the tools necessary to
manage the complete life cycle of a meeting. SharePoint also integrates with other Microsoft
Office System products, like Outlook and Live Communications Server, which provide additional meeting management capabilities and are frequently used to support several aspects of
the meeting life cycle. While we will not be discussing these other products in detail, we will
note areas where they would provide value to the meeting management process.
In this chapter, we will discuss the meeting life cycle and describe how your SharePoint
environment can be configured to help manage meetings. We will discuss a sample meeting
scenario and step through how a SharePoint-based solution would be configured and used to
manage these meetings.Meetings occur every day in most organizations. For some meetings attendees sit in the same
room, while for others attendees are in different locations and participate via conference call.
In many cases, meetings are a combination of these two situations. Some people will be sitting together within the same room, while others are connected from remote locations and
participate via conference call.
SharePoint provides capabilities necessary to support all of these types of meetings,
allowing for the coordination and management of meetings regardless of attendee locations
or schedule types. SharePoint can be used to manage the entire life cycle of a meeting. The
meeting life cycle incudes the following:
• Planning the meeting
• Setting the meeting time and place
• Identifying and notifying attendees
• Defining the meeting objectives and agenda
• Creating and collecting materials to be presented and distributed at the meeting
• During the meeting
• Facilitating the meeting with the goal of following the defined agenda
• Distributing and discussing materials
• Making and documenting decisions
• Identifying and recording action items
• Confirming identified objectives are met
• After the meeting
• Distributing follow-up materials
Many people spend a significant amount of time in meetings during a normal workweek. The
more time people spend in meetings, the less time they have to perform their primary job
functions. This can have several negative impacts:
• Staff productivity can be reduced when a significant amount of time is spent in meetings.
• Additional staff may be needed to offset productivity reductions due to meetings.
• Staff may be required to spend more hours at work to handle their primary workload
and to attend necessary meetings.
As a result of these concerns, SharePoint provides capabilities necessary to create meeting
management solutions that help to optimize the effectiveness of meetings. This can reduce
the time meetings require and reduce the number of meetings needed.
Through the deployment of SharePoint document collaboration and project management
solutions like those discussed in Chapters 8 and 9, the number of meetings needed for related
projects can often be reduced. However, when meetings cannot be avoided, it is important to
- What to store?
- How many mandatory fields are necessary? Try to keep them at a minumum!
- How should data be categorized?
- How to best find information?
- What permissions are needed? Some meeting notes will need strict permissions, others can be open to all users. How to manage that in the best way?
- For how long should we store the meeting notes? How can the retention be set quickly?
- Should the meeting notes be stored in lists or libraries? Lists are more powerful in general, but if it should be possible to print the meeting notes you need to use libraries.In Peter’s example he has decided to store:
- Title (mandatory)
- Notes (multiple lines)
- Comments (multiple lines with append changes)
- Chairman (person)
- Internal attendees (person or group, possible to select multiple people)
- External attendees (multiple lines)
- Department (managed metadata, mandatory)
- Title (mandatory)
- Action points (hyperlink to new tasks list).Peter will create and publish two content types.: a Meeting list content type and an Action Point list content type. He uses the Content Type Hub, but today the modern SharePoint Admin center has a Content Type Gallery that is connected to the Hub. It is often easier to create the content type there, but if you have to go into the Hub site there are links from the Gallery.
By having the content types in the Content Type Hub you can use them for the whole tenancy. Otherwise you must create them for each site collection. Note that it can take an hour before the content types are displayed in each site. If it takes longer, check that you have really published it!
When the new content types are created, Peter creates a Meeting and an Action Point list in the team site for each department. He uses a template to do that easily.If you are like most office workers, you spend a lot of time in meetings. The problem is, every meeting is run and recorded differently. Action items fall off the radar and never get followed up on, meeting notes are not accessible in a centralized area, and all that time and money that went into organizing and participating in the meeting was wasted. Many organizations simply deal with this as the status quo, but it doesn’t need to be like this. AvePoint Meetings Pro is here to help.Because it was built on SharePoint, AvePoint Meetings Pro has become the go-to replacement for organizations that were using SharePoint Meeting Workspaces (a template that was available in prior versions of SharePoint), and a valuable tool for any company wanting to make their meetings more productive.For companies that use AvePoint Meetings Pro, meeting agendas, summaries, notes, tasks, document attachments and other meeting assets are formatted uniformly and stored centrally for each of their meetings. That means attendees know where to find the information from past meetings to execute any action items. Features such as agenda timers and the ability to mark agenda items complete and assign tasks right in the app keep meetings productive and focused. Meeting attendees will no longer find themselves asking questions like “what did we decide about that?”, “who attended that meeting?”, “did I capture that in my notes?”, or “what did I miss?” because everything is recorded and accessible in the Meetings app. And of course the Outlook Plug-In for Meetings allows users to initiate new meetings right from Outlook.● Browser-based UI and a mobile app with live, multiuser information capturing functionalities
● Automatically create a new meeting, or duplicate a
recurring or existing one, invite new and set attendees, and take attendance
● Embed invitations to Meetings from Outlook using the
Meetings Outlook plug-in, allowing end users to easily
create, schedule, and modify online meetings from
● The automatic sync between Meetings Pro and
Exchange Server allows users to view and edit all tasks
assigned to them directly through Outlook
● Users can upload attachments or add links before,
during and after meetings
● Provide a centralized space for attendees to join
discussions and collaborate on meeting items
● Users can move agenda items around with a simple
drag and drop capability
● Outlook calendar and AvePoint Meetings Pro
automatically syncs to enable users to view and join
● Search by keyword to quickly find specific meetings,
locate important information, attachments, attendees,
● Allow end users to view and track tasks, updatestatuses and see future tasks through a single pane of glass
● Centralized dashboard where administrators can track
the status and progress of tasks through intuitive
● Hosted on Windows® Azure®, AvePoint Meetings Pro
takes advantage of cloud scalability to easily support
any number of business users and SharePoint sites.
With Azure’s 99.95% monthly SLA, business users are
provided with reliable access to their most up-to-date
tasks and calendars
● AvePoint Meetings Pro uses site-level security
trimming to delegate and limit the accessibility of
meeting information, ensuring it’s only granted to the
appropriate audienceNot sure about you, but I have probably spent at least half of the time from my 15+ years in Project Management, in some sort of meetings… Yeah, I know, it is a lot, but you know how it goes in the corporate world, it is just meetings, meetings, meetings, all the time. Being a PMP-certified Project Manager, I am also very particular with the documentation generated with each meeting. If you attended and survived a 1-2 hour meeting and there were no documents/artifacts produced, it was most likely a waste of time for you and whoever organized the meeting.The first decision you need to make is where your project meeting documents will reside. It really comes down to the type of the meeting you had. If it is a department site meeting, then you could have a separate site dedicated to meeting stuff. Or, if this was a project meeting, then the web parts discussed below would reside on a dedicated Whatever the type of site it is, it can utilize any of the options listed below.Another cool way to organize project meeting artifacts is via Document Sets. Document Set is a special type of content type, which combines the beauty of folders and metadata. I have written a detailed post on document sets just recently. Essentially, each document set (folder) will represent a meeting and have corresponding metadata associated with it (project meeting information like date, attendees, location, etc.). Inside of each folder (document set) – you will store meeting documents. This option might take little bit more time for you to set up than the other two but allows for a very structured and elegant way to organize project meeting informatio
This release includes a number of new features and improvements for users to manage meetings, including:
- Configurable date formats – allowing users to easily display dates according to the norms in their region
- Granular export to PDF – select only the portions of your meeting you want to export
- Selectively carry over open agenda items for recurring meetings
- Ability to mark agenda items as complete and attendees as late
- Tweaks and improvements to Meeting agenda pages, such as the ability to collapse the meeting summary when not in use