With TeamShare meeting module has Ingeniørforeningen IDA streamlined their meeting processes.
Challenge
Ingeniørforeningen IDA holds many board and committee meetings, and therefore needed an efficient way to handle the meeting process.
There was a need to be able to handle everything, from the initial planning and collection of material, preparing the agenda with ongoing changes, until the last minute, managing the latest version, writing minutes and sending the minutes to the participants.
It was also important that the external board members could access the material from their own iPad or PC.
Solution
Ingeniørforeningen IDA already had TeamShare for handling documents and customer inquiries. Therefore, it was obvious to develop a module that could handle meetings, since the documents that needed to be processed were usually found there.
In close collaboration with Ingeniørforeningen IDA Lector developed a module for TeamShare, which could handle the entire process, and make it as easy as possible to create and hold meetings. The module has been developed as a standard module, making it possible for everyone TeamShare-customers to associate it.
What will you get out of this?
Ingeniørforeningen IDA has received a module that is tailored to their needs, and at the same time a tool that is closely integrated with their everyday life. The module makes it efficient and flexible to create meetings, with associated agendas and attachments.
The meeting materials are automatically generated, including agenda and minutes (with or without associated attachments embedded as desired). Invitations with associated materials can then be sent via Outlook. Should there be an item on the agenda that was not addressed, the item can be postponed by placing it in the queue for the next meeting.
Minutes can be written and created automatically during the meeting or added later. This means that the minutes are also created automatically afterwards (again, with or without attachments embedded) and can be sent, for example, in PDF format to the participants.
Internal employees can manage the meetings directly in TeamShareExternal users have access via a web browser, and the meetings are available on PC, Mac and tablets.
Ingeniørforeningen IDA is an interest organization and trade union for technical and scientific academics with offices in Copenhagen, Odense, Aarhus and Aalborg.
More than 126.000 engineers and masters of science are members of Ingeniørforeningen IDA a unique access to knowledge about smarter use of technology and knowledge to solve society's challenges.
Read more about Ingeniørforeningen IDA here .
“The new meeting module has helped us streamline our meeting processes, and has given us an easy way to handle agendas with a lot of material and last-minute changes.
This gives us a useful opportunity to share meeting materials with all external board members, where they can easily access them from iPads or other devices.”
Mie Stattau
Group Leader and Project Manager
Ingeniørforeningen IDA
