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Paperless meetings in 5 easy steps

Posted by Paul Neefjes on 02 February, 2016


My son recently got a hoverboard. You are probably familiar with this expensive gadget, but just in case: it is called a Segway without a handle. Or an electric skateboard. It has a top speed of 15 kilometers per hour. It is forbidden on public streets. This is logical since before you know it, you end up on flat the pavement! So it took some training for my son to master the gadget. It often takes practice to master business tools as well. It takes some time before you are accustomed to a new system. The same is true of paperless meetings, but if you follow the following steps, you won’t end up flat on your nose!

Step 1: Support base

In an earlier blog we discussed how paperless meetings enhance the efficiency of the meeting process significantly. For instance, because you replace the pile of paper you normally need to dig through with a tablet or laptop! Expecting conflict? Clearly and openly communicate the essential purpose and benefits. If your colleagues understand why change is essential, it should reduce resistance. Your “green” colleague Ann, for instance, will jump on the bandstand more quickly if she knows that there are environmental benefits.

Step 2: IT Prerequisites

For step 2 you need to meet with your IT colleagues. To use paperless-meeting software you need a laptop or tablet. Thus you need to establish which devices you will use for paperless meetings. What will you do if there are differences of opinion concerning which devices? Or if they want to use their own devices? Data storage is also an issue. Will all of the “meeting data” go into the “cloud” or will you also use local storage? A stable internet connection is often needed for your meetings, but a solid paperless meeting solution will also work without an internet connection.

Step 3: Selection of application

Further in the IT department, the next step is the selection of the application that is most appropriate for your organization. Think here of the following criteria:
user friendly
integration with other tools
fits within the current infrastructure

Step 4: Stimulate the enthusiasm of early adopters

Which of your colleagues are the most eager to adopt new tools and methods? Use them to promote paperless meetings. Arrange that they try it out first. And then they can report their experiences. For instance, reporting during a personnel meeting or in a company newsletter.

Step 5: Implementation course and workshops

A good implementation plan helps you to get all participants quickly up and running. A part of that plan is a collective starting point with explanation. If there are many people involved or you work in a complex organization, you can also organize workshops to successfully implement paperless meetings, or delegate the workshops.

To work!

If you implement digital meetings in your organization following these steps, you can get to work quickly and without risks. Before you know it, you will glide with the speed of a hoverboard through your meetings. And there are more advantages. If you want to know which, you can download our e-book here.

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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.