Running paperless meetings Elizabeth Gadd, Change Team Michelle Davies, IT Services.

Running paperless meetingsElizabeth Gadd, Change TeamMichelle 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

PDF

Accessing internal workspaces off-campus

With an external Fileport link

Solutions

The new approach

• All documented at:

• www.lboro.ac.uk/services/it/storage/paperless-meetings/

Creating paperless meeting documents

• Demonstration following the “Creating & distributing documents (Windows)” instructions

Accessing meeting documents (Windows)

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