As a member of the management team, managing and attending meetings is part of our daily routine. And so a lot of my time is spent on gathering agendas, sending out meeting materials, jotting down meeting notes, re-organizing the meeting notes, and then sharing the meeting notes. However, by integrating OneNote into my workflow, I was able to accomplish these tasks more efficiently, and with much less effort. The following example demonstrates how OneNote was able to:
Gather agendas through more efficient collaboration in a common workspace
The Meeting Organizer creates a meeting note template in OneNote.
The organizer can then add the meeting note template link to the meeting invite through Outlook. All attendees can now add their ideas/agenda items directly to the meeting note template in real-time, achieving more efficient collaboration via a common workplace. This also helps the meeting organizer to stay more organized without having to go back and filter through e-mail threads from the attendees.
Deposit meeting materials in a common repository
OneNote can also be used as a shared resource repository, allowing the meeting organizer and attendees to save and access meeting information and related materials (e.g. typed or handwritten notes, drawings, diagrams, screen shots, audio commentaries, etc.) from a single, shared location. To insert a file into OneNote, you have the option to either attach the file as an attachment or insert the file in printing format. This ensures availibility and equal access of resources for all attendees.
Leverage multimedia formats for notes taking
Traditionally, taking notes usually involves capturing text or sketches. With OneNote, multimedia objects can also be included. By adding voice and video recordings to meeting notes, attendees can go back and review what was said during the meeting and establish accountibility as needed.
OneNote is a great tool that exists at our finger tips that many of us may not be taking advantage of . For years, I have only been using OneNote as a simple digital notebook. Recently, I was inspired by my colleagues to explore new ways to improve my workflow efficiency. I was able to significantly improve productivity by integrating this “hidden” gem into my daily routine. I hope this brief introduction to OneNote also inspires you to give this collaboration tool a chance to become a part of your workflow.
Min-Ling Chou, Controller, Outsourced Services
mchou@tatetryon.com
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