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How To Tutorials: The Quickstart Guide to Meeting Packs & Meeting Rooms

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MEETING PACKS - MEETING ROOMS - READING ROOMS

 
Meeting Packs
Formal Meetings within a sound corporate governance framework call for documentation audit trails that historically saw the production of board or meeting packs that were collated in files running to up to about 1,000 pages. Today you have the choice of switching to our digital bookmark app that hosts the same content within a knowledge management system. We call it the one click, content communicator. Mobile handsets do not have a mouse, the technology is geared to scrolling down through lists and clicking to open documents, e-mail or dial. Our Meeting Pack Communicar lists meeting documentation and links to documents.
 
 
Online Reading Rooms
Our online reading rooms can be set up as private or public reading rooms where links are setup to documents on a topic. Many "Reading Rooms" on a variety of topics form an Online Library. The Online Library can be hosted on an Online Library Communicator with one click, links to reading rooms on as many topics as are required.
 
In the legal profession private reading rooms could be set up on areas of focus with the library being a button bookmark app on a partner's phone. Partners could add Dashboard comments for other partners or they can add private messages to themselves or to other partners.
 
A retail hardware business could host an online library with reading rooms on product ranges eg a reading room on generators could discuss criteria and link to the operating/service manuals on a variety of products. The Dashboard Chat can host FAQ's.
 
 
Virtual Meeting Rooms
The virtual meeting room has the reading room as a base and adds a range of functionality that takes collaboration to the next level. Presentations can be shared during a meeting as can documentation that arises during discussions. The dashborad chat option boosts efficiency as all participants can be directed to add their views simultaneously (this can be anonymous) on a given matter on the agenda. Opinion survey polls and voting can be added at any stage as can participants register comments for the record. The meeting room has the facility for a Meeting Administrator to share and edit an agenda, take minutes and record resolutions and action plans. The use of templates not only speeds up minute taking but it ensures that a defined meeting process is followed. During a meeting participants can open the virtual meeting room on their screens so as to have ready access to meeting pack and other documents, on the record and off the record caht, private messages, the agenda, resolutions, action plans and more. In summary it is a "Meeting Wall" that offers access to meeting efficiency enablers. Participants can be in one physical room, at various locations or a combination of both.
 
Links to the Quick Start Guide to Meeting Packs & Meeting Rooms
 
Introduction to Meetings Communicators :    Read more               
Building the Meeting Pack: Read more
Setting up the Virtual Meeting Room: Read more
Hosting the Virtual Meeting Room: Read more
Overview: The 10 Steps to Going Live (See Below): Read More
Go to the Quickstart Virtual Meeting Room: Click Here
Go to the LIMITED OPTIONS Virtual Meeting Room: Click Here
GO to the ALL OPTIONS Virtual Meeting Room: Click Here
 
 
Advantages of Paperless Meeting Packs
Reading Rooms & Virtual Meeting Rooms
 
Meeting Pack delivery is instant no matter where participants may be.
 
Saves time and money
as the cost of printing and collating 500 to 1,000 pages is significant.
 
Part Delivery is Easy thus providing more time to "work the pack"
and updating Board Pack Content and Agendas does not affect the pack quality.
 
Stored content is accessible within a sound knowledge management system.
 
The documentation is easily delivered in less time and it is portable.
 
Board Packs linked to Virtual Meeting Rooms support pre-meeting idea sharing and clarification as the virtual meeting room becomes a pre-meeting READING ROOM.
 
Meeting Pack Templates ensure meeting pack completeness.
 
Participants can record comments as private messages to themselves
at any time before and after the meeting in the Virtual Meeting Room.
 

OUR OVERVIEW VIDEO TRANSCRIPT

& QUICK START GUIDE

This post offers the transcript of the "About Us" overview video that is loaded to the site from the YouTube feed. It is open for comment on matters of clarification and I would welcome any suggestions or comments that you may have.
 
 
 
The video is the first in a series of 'How To" videos on the COMMUNICATORS offered by The Webo / eAfrica Group. This Video offers an overview of The Meetings Communicator.  
 
TMC has two foundations; the MEETINGS PACK COMMUNICATOR APP and the MEETINGS WALL in a virtual MEETING ROOM.
 
Online Meetings are Efficient, Effective and Economic and TMC is simple to use, affordable and it Just Works.
 
Based on a comprehensive site builder, content presentation options set it apart. Read more on the blog at  www.meetingscommunicator.com where a free trial is on offer.
 
The range of COMMUNICATORS includes Trade Show, Shopping Centre, School, Neighbourhood, Lifestyle, Club, Church and many more COMMUNICATORS. They are all a new way of communicating information to users that improves the user experience by getting users to their "candy" fast!
 
We offer business opportunities to distributors worldwide and we offer the COMMUNICATORS for DIY and B4U use. We're here to get your business growing!
Hello, I am Alan Mackenzie the founder of Webo.
 
The Meetings Communicator is a Specialist Product of ours dedicated to addressing the need for online meeting packs and for online meeting support. Should either of these be needed we are the solution that you are looking for.
 
One of our unique features is that we have as a foundation a comprehensive WYSIWYG website builder.
  • This means that there is no coding requirement for you to be an expert online Meetings Pack Builder.
  • It also means that we specialise in content presentation. While content may be King it is the presentation thereof that gets it read and understood.
 
The Meetings Pack Communicator is an online bookmarklet APP.
  • Open the shared webpage URL on an Android Device with preferably Chrome, Tap "Menu" and then tap "Add to Home Screen."
  • On an IOS device, using Firefox or Safari, tap "Bookmark" and then tap "Add to Home Screen.
  • On a PC just bookmark the shared webpage.
 
The Meeting Pack APP is an Alerts, Link and List Communicator
  • Each time you tap the APP icon it will open the latest version of any document.
  • You can use the Communicator to hyperlink to document downloads in original format or you can link to these same documents loaded to the most suitable page builder.
 
Using the Meeting Pack Communicator you are assured that the content is complete and up-to-date, well presented and conveniently available on hansets and PC's.
  • There are no delivery delays and input can be immediately submitted for agenda consideration.
 
Once setup a virtual meeting room ensures that your meetings will be economic, effective and efficient.
 
On the record deliberations are typed by a meeting administrator who maintains a backoffice in support of a "Meeting Wall."
 
 
The meeting wall will allow for
  • Links to documents
  • Presentation sharing by way of in meeting file exchanges
  • Opinion sharing by way of image and text polling
  • At the core of any meeting lies collaboration and deliberation.
 
In support of this we offer off the record one on one private text messsaging and one to all chat
  • We also meet governance requirements for on record comments and opinions
  • Interfacing with your choice of audio and video conferencing is enabled
  • We have linked to Skype and to Free Conference Call
 
Why us
  • We offer unlimited pages, Unlimited Meeting Packs, Unlimited Content Communicators and unlimited Meeting Rooms which is subject to our fair usage policy
  • We expect you to have a few thousand pages
  • Our minute taking is efficient as you can use our templates or you can load your own company specific meeting format templates
  • You decide if you want to release instant draft minutes or if you want them to be released at a later date
  • Our meeting wall templates for a meeting introduction and document version control schedule, the agenda, decisions and the action plan and feedback templates are purpose built to get the job done for you
  • Customisation is encouraged and we will support this need
  • For those that want to stick to the knitting and not take up the DIY option we offer a B4U alternative
  • We do however stress that it is a time dependent decision as every step of the process is supported by a How To Tips panel at the foot of every page
 
 
There are ten steps to hosting your first meeting. These are:
  1. Appoint a Site Administrator to mange the setup options and a Meetings Administrator to type the meeting minues in the meeting room backoffice
  2. Gather Content & Build Meetings Pack APPs by linking to original format pages or to specialist Webpages
  3. Setup Meetings Categories
  4. Add Meetings & Design the Meeting Wall's Structure by selecting from the range of options
  5. Add to the Minute Pages Template Library by adding company specific meeting minute templates
  6. Add Meeting Presentation Content to Specialist Webpages and link these to the Meeting Wall Minute pages
  7. Distribute Meeting Packs with a link to the meeting wall. Our Meeting Pack APP is unique. You can detail alerts on the home screen and link to tap to dial lists of telephone numbers, e-mail addresses, urls or to thousands of content pages hosted on specialist webpages.
  8. Appoint and provide login details to the Meetings Administrators to take the Meeting Minutes.
  9. Host the Meeting. Our meeting wall is also unique as it allows you to have scroll box windows open on up to six meeting minute pages at once with on and off record chat, optional social media integration, draft minute downloads, presentation sharing and opinion polling.
  10. Manage Comments, Comment Followers, Voting Detail and finalise the Draft Minutes.
 
Thank you for your time. You will find a transcript of this video on the BLOG at www.meetingscommunicator.com where you will find links to all the pages, the meeting pack and the meeting wall referenced in this video. I look forward to your questions on the blog.
 
Thank you
Some Bonus Detail:
 
The ten steps.
 
1. Appoint a Site Administrator to mange the setup options and a Meetings Administrator to type the meeting minues in the meeting room backoffice
  • Finalise Policy Guidelines
  • Create Meeting Categories
  • Finalise a Meetings Calendar
  • Appoint Meeting Attendees
 
2. Gather Content & Build Meetings Pack APPs by linking to original format pages or to specialist Webpages
  • Hyperlink Original Documents from a Webpage
  • Load Content to Specialist Webpages - see 6 below
  • Create Alerts, Link & List Communicator APPs
  • Define minimum document security requirements
 
3. Setup Meetings Categories
  • Organise meetings into categories such as:
    • Public meetings
      • Such as the Staff Car Club
      • The Annual General Meeting etc
    • Private Meetings
      • Board meetings, sales meetings, factory etc.
 
4. Add Meetings & Design the Meeting Wall's Structure by selecting from the range of options
  • Setup The Meeting Structure for Each Meeting
  • Select an Audio Channel, in meeting opinion surveys and doc sharing
  • Setup on record, private and off record chat and comment systems
  • Set up a meeting "Go Live" Date & Time
  • Decide on immediate or the later release of on record comments & draft minutes

 

5. Add to the Minute Pages Template Library by adding company specific meeting minute templates

  • Add Intro/Version control meeting wall page templates
  • Add Agenda meeting wall page templates
  • Add Decision meeting wall page templates
  • Add Action Plan / Feedback Reports meeting wall page templates
  • Add other templates eg Budget Frameworks and Marketing/ Sales Projection Templates

 

6. Add Meeting Presentation Content to Specialist Webpages and link these to the Meeting Wall Minute pages

  • Create download pages with original document hyperlinks for Meeting Packs
  • Add Image slide shows, rotators, alternators, image/text surveys, forms etc.
  • Setup facebook/Instagram/Twitter Integration for sharing & image harvesting
  • PDF & Video Download Register Pages
  • Add Linked webpages with password access & social media image harvesting

 

7. Distribute Meeting Packs with a link to the meeting wall

Our Meeting Pack APP is unique. You can detail alerts on the home screen and link to tap to dial lists of telephone numbers, e-mail addresses, urls or to thousands of content pages hosted on specialist webpages.

  • Link Content to a Meeting Pack
  • e-Mail Attendees the Link to the Communicator APP
  • Notify those that have the Communicator App to Open It
  • Follow up on Meeting Pack user friendliness and assist

 

8. Appoint and provide login details to the Meetings Administrators to take the Meeting Minutes

  • Load Meeting Wall Links to the Meeting Pack
  • Load Other Links to the Meeting wall
  • Load Meeting Presentation pages (if any) to the meeting
  • Train the Meeting Administrator on taking Minutes or Outsource

 

9. Host the Meeting

Our meeting wall is also unique as it allows you to have scroll box windows open on up to six meeting minute pages at once with on and off record chat, optional social media integration, draft minute downloads, presentation sharing and opinion polling.

  • Online meetings that are not live
    • Attendees link to the meeting wall & review documentation
    • Attendees vote on all agenda items
    • Attendees can share presentations, comments, chat and private messages
    • At a given time on a given date attendees can return to review the draft minutes
  • Online real time meetings
    • Attendees link by Skype, Conferencce Call or Other
    • Opinion Surveys and Voting can be built/voted on during the meeting
    • Attendees can share presentations, comments, chat and private messages
    • Attendees can instantly see the poll result at that stage but they do not see who voted for what
    • Attendees can vote anonymously if they do not login to the site
  • Offline Meetings
    • Attendees can reference their Meeting Packs in the Meetings on hand held devices

 

10. Manage Comments, Comment Followers, Voting Detail and Draft Minute finalisation

  •  Here you can see who is following what topics
  • Download comment files for archiving with draft minutes
  • Download spreadsheets on who voted for what for draft minutes

CONTACT US FOR SUPPORT
Alan Mackenzie, B Acc, B Com (Hons) IT, CA (SA)
Mobile: +27 71 50 71 400   e-Mail: alan@webo.directory
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