Maintaining business formalities is essential for retaining corporate protection and tax write off benefits. One of the more common formalities, required in most states, is the regular business meeting. As challenging as these meetings can be in person, they become even more difficult when the various members are scattered across the world. However, you can make a business meeting more effective by using the cloud, even if everyone is going to be in the same room when the meeting occurs.
Send Through a Projected Schedule
Before the meeting begins, you need to send through projected schedule of the topics that you would discuss. This should serve as an itinerary as well as a goal sheet. List everything that you must cover as well as things that you want to accomplish. Try to get this out as far in advance as possible so that people have time to prepare.
Submit All Project Components in Advance
One of the more time-consuming parts of a business meeting is going through the various project components that need to be discussed. To save time, have everyone who will be in the business meeting or involved in the business video conferencing log into the cloud to look at the different parts of the project. This means you have to submit everything as far advance as you can. If the project is being worked on up to the meeting date, then send it through 24 hours before the meeting. If that doesn’t work, then get it to at least two hours before so that everyone has a chance to go through the different parts and develop their opinions.
Have Designated Dropping Point
When you have various people working on the project, make sure that you have a designated dropping point on the cloud. Set up a folder, title it appropriately, and tell everyone to put their information in here. This way, everything can be in one place. It’s much more efficient as compared to email, which can quickly get confusing. Just make sure that it’s clear which versions are being used if multiple versions are floating around.
Post Minutes in Cloud as Well
Even though everyone should be at the meeting, you can make your meeting more effective by posting the minutes to the cloud as well. This way, the minutes do not take up excess space in email, and they are less likely to be lost. Unless confidential information is discussed, the cloud is a safe place to store them.
Running regular business meetings is part of having a business. You can make them easier by maximizing the cloud. Since your projected schedule, or itinerary, addresses what you want to cover and what you hope to accomplish, make sure that all the different parts of the project are submitted to the cloud in advance so that everyone can access them. Be sure to designate a set dropping point in the cloud so that everyone can upload their own parts of the project, and take the extra effort to post minutes to the clouds of people can access them later as needed.