Effectively using Google Docs for meetings
I’ve been evolving the practical use of Google Docs within the school where I work. I’ve been leading out the use of docs to help make meetings more effective with a small group of colleagues. It is not rocket science, just a simple way to apply technology to improve the way we are working. Here are some thoughts to help you evolve your use of Google Docs:
Share the agenda: set up the agenda so that it is shared with all attendees. This way all can easily contribute and consider ideas before the meeting.
View instant notes in the meeting: as minutes are taken, you can contribute/clarify/modify so that all attendees are happy with the final draft
Shared ‘always current’ minutes: this enables transparency about responsibilities and actions completed. When actions are completed, colleagues can use ‘strikethrough’ formatting to indicate this, or annotate alongside their respective actions. Next time you view the minutes, you get the latest updates.
Keep an easy-to-navigate log of meetings: if you are using one Google Doc to record all meetings, then adding a contents panel at the top of the document allows easy access to the correct meeting. Alternatively, keep detailed agendas and minutes in shared collections, so that all attendees are able to view and interact with them.
Related resources: if you have pre-meeting reading materials, or copies of a presentation that is being delivered in the meeting, they can either be shared to the same collection where you store your agendas, or they can be linked via a quick hyperlink in the agenda document.
Early reflections: I have experienced two strong positive outcomes following recent use of Google Doc for meetings.
- Colleagues I work with have engaged more readily with shaping the agenda for meetings. In some cases there are so many ideas suggested that we negotiate priorities for each meeting, adding items to future meetings. With this level of buy-in, it ensures that the meeting is focused and expectations are clear.
- The level of transparency related to agreed actions has meant that all attendees are working effectively on their actions in good time for subsequent meetings, engaging in clear and focused dialogue with other attendees.
Next steps: I would like to evolve the use of the discussion feature in meetings to encourage professional dialogue between busy colleagues about specific action points - taking it beyond a snatched conversation in the corridor, and enabling more measured [and recorded] ideas being shared.
Deeper thought: there is still a need to shift the current process/perception of meeting documents so that the document [minutes/agenda] is at the centre of the discussions about it and the actions generated by it. There is still a desire to print off your own copy and work on it without collaborating, or generate loads of additional emails that aren’t easily linked to the document.
This links to some interesting points raised at some recent Google Docs training I’ve been delivering, so more thoughts to follow…