How to Cut Meeting Prep in Half: A Guide for Administrators

Stop reinventing the wheel every month. Automate your agenda creation, document distribution, and minute-taking to cut meeting preparation time in half.

For any meeting administrator, the stress of days leading up to a meeting can be overwhelming.

Compiling all of the documents, organizing the agenda, sending reminder emails to board members or, for some, printing and distributing board books is a daunting task. As soon as the meeting is over, it is essentially time to begin the process all over again for next month. Not to mention all of the post-meeting tasks such as the compiling of the minutes, following up on action items, and dealing with correspondence.

If this rings true for your organization, it is time to move from a fragmented, chaotic process to a streamlined, centralized system.

Board and Team Papers are modern solutions designed to automate the most tedious and laborious tasks, giving you more time to ensure a seamless experience for your board members.

Copy Previous Meetings & Templates

With a click of a button in Board or Team Papers, you are able to copy previously held meetings for a much faster setup. You can choose to include the documents, voting items, and even the results, granting you the most control over continuing action items for your board.

With the copy meeting feature, you can set up a meeting template as thorough as you’d like and copy it to all of your board sites.

Speed Up Agenda Creation

When creating a new meeting from scratch, Board and Team Papers have features that drastically speed up the process.

Numbering agenda items, especially with sub and sub-sub items, is tedious—especially with dozens or hundreds of agenda items. With auto-numbering and re-ordering, creating and shuffling the agenda is as easy as clicking and dragging.

Alternatively, if you have your agenda created in an Excel spreadsheet, you can easily import that agenda into Board or Team Papers and your meeting will be created in seconds.

Centralized Document Management

If you are pulling one document from an email you received weeks ago, then navigating to DropBox or Google Drive for that specific presentation file, and then to a weblink for another document, consider moving to a centralized solution.

By storing all of your company's documents and references in SharePoint or Microsoft Teams, you always know where to pull from. Easily upload documents from OneDrive or from a channel in Teams with an intuitive tab in Board or Team Papers.

Still need to upload a few documents from your desktop? Easily drop files into the agenda, then reorder them by dragging them to the correct agenda item.

Publishing and Communication

By setting a meeting to preview mode, you are able to check the meeting pack before sending it out to your board members, making sure that it looks exactly how you intended.

When it comes to publishing the meeting, change only one field in our app and let your board members know the meeting is available and they can view and mark up documents.

From a button on the meeting page, you can email all the meeting attendees about a range of topics:

  • Let them know a meeting has been updated with new documents.
  • Send them the full agenda directly.
  • Remind them to vote on a particular resolution.

Automate Post-Meeting Tasks

As for those post-meeting tasks, you can easily create a meeting minutes template in OneNote or download it as a Word document. The template allows you to take attendance, assign tasks, mark decisions, as well as take any other notes on the meeting that you wish.

Need to compile a master PDF of all the documents and agenda items? The "Download Meeting PDF" feature compiles all of your items into one file.

What Our Customers Say

Our clients have reported on our solutions' ability to save you time:

“The intuitive interface and powerful collaboration tools have brought a level of efficiency and security to our team that we didn’t think was possible. Whether it’s an urgent update before a board meeting or last-minute revisions for a MEC discussion, Team Papers has made our workflow smoother, faster, and far more secure.”

— Anthony McClure, Baylor, Scott and White – The Heart Hospitals, USA

Conclusion

Whether it’s making meeting creation easier, managing documents simpler, or helping you with your post-meeting tasks, Board and Team Papers can absolutely change the way you are conducting board meetings.

If you are interested in finding out more, or want to start a Free Trial, please contact Pervasent.

Get Started Now

To learn more, schedule a demo or start your free trial, please fill in the form and we’ll get back to you shortly.

 

For pricing, please indicate the total number of users in your message. If you currently use another board portal, Pervasent can provide substantial savings over your current solution.

    Set up a demoGet a quote