Productive Meetings | We get a plethora of products in Office 365! Some seem to make the same things as well. How to know when to use what? I did not intend to immerse in just all of the products here, but I will list a number that can make your meetings easier!
Reply with meeting
Many meetings begin in email form. You bounce things back and forth and after a while someone says: “Do you know what? Let’s book a meeting and clear this up “.
Pressing “Reply with Meeting” creates a meeting invitation, adds all who are in the participant dialog, and enter all the history from the mail conversation.
The next step is to find a time that suits all participants. Not always the easiest!
If you have an internal meeting within the organization or have chosen to share accessibility with another company, FindTime may suggest times that seem to be available in everyone’s calendars.
So why not just use the scheduling assistant?
Yes, because FindTime can handle multiple suggestions at the same time!
Based on the participants’ calendars, the available start times are shown below. Select one or more times.
I will not go into detail for FindTime, but you can read more on the link above or watch the video below. In short, we suggest that we choose 3 times in the list above and the meeting invitation will be sent to all participants. Times are blocked in my calendar to show that I’ve sent out these suggestions, but when all participants have voted, the time will work for the best and the other meetings will be cleared from my calendar again.
Select meeting place
We live in a digital and mobile world. Even if we actually intended to meet for this meeting, we never know what can happen when it’s time! Excuses may vary from having to go to kindergarten until I forgot and today I was supposed to work from home. It takes about 3 seconds to add a Skype or Team link in your meeting. Add one and let your participants choose themselves if they want to be physically or over link.
You simply press any of these buttons inside your meeting invitation to add all the necessary information to your participants.
For more information about the difference between Skype and Teams, please contact me or any of my colleagues and we will tell you more!
There is also a lot of food useful on this website:
Notes or protocols
Some choose to write their meeting minutes in Word. I actually do not know why, but I think it was either decided 15 years ago and it would be associated with life dangers to do in other ways than we always did before or you also use Word because OneNote is still undeveloped land.
I hope you understand why after seeing some small simple steps below.
In your meeting booking you can choose to match meeting notes on the button below. You get two choices: Share notes with the meeting or Create your own notes.
What distinguishes the choices above is to “Share Notes …” insert a link directly into the meeting that participants can click to access the OneNote Note page. There everyone can write notes in one place.
If you choose to make your own notes, no such link appears.
Should you have a meeting with a supplier and they will not be able to access your notes? You can still add notes shared with the meeting, because the provider will not necessarily access the OneNote notebook, but it will simplify your employees who can directly find the meeting’s notation site.
Once inside OneNote, you will automatically get basic information from your meeting reservation. You can see what the meeting is, when it is held, where it is held and under “View”, you can get all participants or meeting history from the invitation.
Would you rather use a template to get your protocol more neat, it’s all right! I recommend that you first create the OneNote page based on a template and then link the page of your meeting directly from OneNote.
You do the “Meeting Information” button in the top right corner of OneNote. The templates can be found under the View tab.
Next to Meeting Info, you can also send your notes as an email. This button creates an email, all participants in the meeting automatically end up as recipients of the mail, the contents of the page are packed inside the mail and at the top you get a link that your recipients can follow back into OneNote
Tips and trix – Autotext
Are you often invited to meetings without background information or agenda? Start thanking and ask the organizer to come back when you know why you even go to the meeting!
There is a great feature in the Office package. It works both in Word and in Outlook and is called “Autotext”. It is this feature that allows you to type the word “The” and then Enter to enter today’s date in an email or document.
To create Autotext, type your template, for example. inside Word or in a blank mail. You can have different sizes, colors, sizes or pictures. Mark all when done. While all is selected click on the “Insert” tab and select “Quick parts as well as AutoText.” What you choose to rename your autotext is the word that will trigger it to be inserted. I have eg Selected Meeting and when I write that word it suggests to paste my default template. That way, it is quick to get in-depth information every time and another important part of this is that, as an organizer, I have to consider in advance why we should have the meeting, what it aims and why all participants need to be involved.
The meeting aims to
Expected outcome of the meeting is