Running paperless meetings Elizabeth Gadd, Change Team Michelle Davies, IT Services.
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Transcript of Running paperless meetings Elizabeth Gadd, Change Team Michelle Davies, IT Services.
Why bother?
• Saved staff time• Less printing• Efficiency gains through making
papers easier to archive, reference, search, & manage.
• Environmental benefits
But we’re already paperless!
• Variety of different paperless methods currently in use:• Putting individual papers on a website (formal
committees)• Sending agenda and papers as attachments via email• Putting agenda and papers on intranet or workspaces
and letting people know via email where they are
Problem
Having to download lots of individual papers for one meeting
Storing lots of papers on your device (size of files)
Linking from agenda through to papers and back
Accessing Microsoft file-types (Word/Excel) on Macs and android devices
Accessing internal workspaces off-campus
Problems we were hoping to solve:
Problem Solution
Having to download lots of individual papers for one meeting
Single…
Storing lots of papers on your device Reduced file-size…
Linking from agenda through to papers and back
Bookmarked…
Accessing Microsoft file-types (Word/Excel) on Macs and android devices
Accessing internal workspaces off-campus
With an external Fileport link
Solutions
Creating paperless meeting documents
• Demonstration following the “Creating & distributing documents (Windows)” instructions
Accessing meeting documents (iPad)
• On the iPad MUST download either Adobe Reader (free) or PDF Expert (fee)
FAQ
• The meetings I service don’t have many papers – is the process worth following?
• What if my meeting members don’t have portable devices?
• Are there health considerations if people are hunched over portable devices in meetings for long periods?
• http://www.lboro.ac.uk/services/health-safety/occupational-health/computer-safety/commontopics/
Where to go for support
• All guidance on the web at:• www.lboro.ac.uk/services/it/storage/pap
erless-meetings/
• IT Helpdesk for technical support.• [email protected]• 222333