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6 easy steps toward paperless meetings

Posted by Paul Neefjes on 14 July, 2016


Vacation time is coming and you are in the mood for more time for yourself....The last thing you need is stress. And still, those weekly routine meetings regularly shoot you in the foot. Someone once again sends a revised document at the last minute, when you already had everything printed. And there is always a colleague who doesn’t have all of his or her ducks in a row, resulting in an unnecessarily long meeting… Change is possible!  So embrace the stress-free world of paperless meetings! With the following steps, you can also implement them in no time!

With paperless meetings all of the meeting documents are in the cloud. Uploading pieces, amending them or signing off: meeting participants do this themselves. Where and whenever they want. During the meeting your colleagues refer to the current version of the meeting documents on their devices. With no more complaints of missing documents. No digging in piles of paper. NO more printing! How great is that? Everything is neatly arranged by agenda point and you place any annotations right there. Minutes? For the most part, you do that during the actual meeting. With the following tips you have time left over for other work.

Step 1 – Show the profits

People can be pretty obstinate when it comes to making changes: “we’ve always done it this way and it works, right!?” Thus, it is essential to clearly indicate the benefits of paperless meetings: the ‘what’s-in-it-for-me’-factors. Ask for your colleagues’ input. If they feel included and realize that they will also benefit, they will be more eager to make the step.

Step 2 - Provide a good framework

If you want to assure the success of paperless meetings, the technical structure needs to be perfectly in order. So meet with your colleagues in ICT. Which devices will you use? What kind of data storage is appropriate? Is the internet connection stable enough? How can you assure additional offline-functionality?

Step 3 – Choose the appropriate meeting tool

Meeting tools come in all sizes and shapes. Choose the tool that best fits your functional requirements, demands and budget. User-friendliness, availability, support, integration with other tools, implementation speed…these are all elements to think about.

Step 4 – Stimulate enthusiasts

The newest toys and latest gadgets. Do you have colleagues who are always on the cutting edge and who bubble over with enthusiasm about it? Take advantage of that and use them! Ask them to test the meeting tool, share their experiences and stimulate others to meet digitally.

Step 5 – Preparation is half the work

Assure a clear implementation process, consisting of the following phases:

1. Introduce paperless meetings first in one or two advisory committees
2. Ensure that all participants are trained or institute a train-the-trainer course
3. Allow the rest of the company to start with paperless meetings at the same time.

Step 6 – You did it!

You are holding paperless meetings! It was a piece of cake, right?

For further details and an “at a glance” chart of these steps to share with your colleagues, download our infographic here.

infographic paperless meetings


Topic: Paperless meetings

iBabs is a leader in paperless meetings and enables you to reduce these piles of documents to the thickness of your tablet. Hundreds of organizations have been using this system for more than 15 years.