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Link & List Communicators
Board Pack Communicators
Virtual Meeting Rooms
Enterprise Knowledge Management
Setting up the VMR
Setting up the Virtual Meeting Room
There are ten steps to hosting your first meeting. Step 3 to 7 Are:
3. Setup Meetings Categories
4. Add Meetings & Design the Meeting Wall's Structure by selecting from the range of options
5. Add to the Minute Pages Template Library by adding company specific meeting minute templates
6. Add Meeting Presentation Content to Specialist Webpages and link these to the Meeting Wall Minute pages
7.Distribute Meeting Packs with a link to the meeting wall. Our Meeting Pack APP is unique. You can detail alerts on the home screen and link to tap to dial lists of telephone numbers, e-mail addresses, URLs or to thousands of content pages hosted on specialist webpages.
Meetings that are Public will need to be in different categories to those that are public. The meeting landing page is the page that first opens when you go to the meeting webpage URL. This page should contain a note to meeting participants and others that the meeting is only open by invitation to those that are provided with the password. Passwords need to be at least 8 characters long with numbers, characters and letters.
In this quick start guide we have not activated any of the social media integration options and we have not activated the options for "in meeting" presentation file sharing. The "in meeting" opinion polling options have also not been activated. The content below is drawn from a more comprehensive guide to all the options that is a How To Tutorial (The Virtual Meeting Room (VMR)) in the Meetings Communicator Blog. Click Here to review the VMR tutorial.
Introduction
To understand the synergy that the Meetings Communicator unlocks one must understand the phases and their roles.
The Meeting Pack
The Link & List Communicator delivers, one click content. Click a link and you go to a document, blog, flipbook, meeting room, etc. Version updates are instantly available. Content delivery is expedited allowing more time for review.
Pre-meeting
The Virtual Meeting Room affords the opportunity for a supported and coordinated pre-meeting phase. The objective is for the committee members to be fully briefed on the views and research of others before the meeting. The virtual meeting room allows members to post, on the record comments, off the record chat, and private messages plus it will allow opinion polling and for presentations to be loaded for sharing.
The Meeting
Meetings can be a physical roundtable meeting, online meeting or both. Audio and video conferencing are supported as is a meeting restricted to text messaging.
Minute Taking
The Virtual Meeting Room gives structure to minute taking in that it offers templates and content structuring. Draft minutes and action plan structuring can be viewed online during a meeting or later after review and approval.
Post-meeting
The post-meeting phase is supported as it gives a home to post meeting action plan feedback and sub-committee reports. Suggested matters for the next meeting of the committee can also be posted in the virtual meeting room.
The Meeting Pack
The Meeting Pack is delivered by the Meetings Communicator App. It is a One Click, Content Communicator that can be built to scroll a list of linked webpages so that content is one click away from scrolling a list. The Communicator Links can be hyperlinked to documents in original format or the documents can be loaded to a variety of webpage builders. The Meeting Pack Communicator offers instant updates and the links can also be offered in the Meeting Room.
The Meeting Room / Wall
The Meeting Room houses the Meeting Wall. The terms tend to be used interchangably. There are two distinct aspect to the Meeting Room. Firstly, there is the hosting of a premeeting Dashboard which gives a home to off the record "chatbox and private" messaging, loading presentation attachments and on the record "comments." Secondly there is the meeting that could be physical or online. During a meeting the Meeting Administrator takes notes, the minutes and records decisions on action plans.
Audio and Video Conferencing
Many have their first taste of online meetings by way of a conference call with a shared screen as an optional extra. It is a workable option that is often plagued by shared screen clarity. A shared chatbox helps when the screen cannot be read. Due to bandwidth and system limitations, video may be turned off, with the result that the feeling of inclusiveness is lost. We have integrated with both Skype and with Free Conference Call. The latter offers full audio recording, playback and audio word search. The Meetings Communicator is a meeting management system that delivers meeting packs and manages meeting rooms. It can be used with your choice of audio or video conferencing vendor.
Skype
You need to load Skype so as to be able to be invited to join a group chat (Free max is 25 users) or group video chat (Free max is 10 users).
Free max video conference is 1,000 users. Screen sharing, Local dial in telephone numbers. Record and share calls. " " The service does what it says...The service has been reliable and extremely popular." www.Forbes.com
Note that the Meetings Communicator is a meeting wall that offers private messaging, off and on the record chat and comments plus in meeting document sharing and opinion polling. Also it offers links to meeting pack content and selected social media integration. An audio player for MP3 files is also available.
The Virtual Meeting Wall will add value to an audio and video conferencing option that the Site Administrator selects. We have included the "How To" with Skype or Free Conference Call however the choice of supplier is yours. The Meetings Communicator documents and shares meeting content that may be discussed in an online video conference or which could be shared in a face to face meeting.
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