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Meeting Minutes - Use of a Blog to manage
I have always found meeting minutes in a document library hard to manage, not easy to find information from the meeting, and a hassle to have to open each document searching for a specific piece of info. 
 
Problem:
 
Meeting Minutes in Document Library Challenges:
  • Have to open each meeting minute document to search for the right meeting with the right information.
  • Meeting minutes file names just have the date and unless I have a calendar in front of me, difficult to easily recall what day I looking for.
  • Can't look for meetings minutes regarding specific topics.
  • Can't search across meeting minutes to find action items assigned to me.

These are just a few of the of the many challenges with meeting minutes in a document library.

You may suggest using the SharePoint Meeting Workspace template.  I have found that the concept of having multiple lists to capture agendas, attendees, action items and meeting notes was to much work for those managing a meeting.

Solution:

I was reading a post, that I can't find, that suggested using a Blog for meeting minutes.  I gave it a good review to see what the benefits would be.  At the company I work for we have implemented about 3 months ago and it has been a huge success.

As read more and thought about all the issues that I have with meeting minutes it made a lot of sense as a good solution to solve many of the problems I outlined above.

  A Blog can handle rich text like word.

Benefits and Results:

  • A Blog is sequential log of post, like meeting minutes, from newest to oldest.
  • Up to 10 meeting minutes can be viewed at a time.
  • Can do a simple CTRL F and search for through all post listed.
  • Can now categorize meeting minutes and even have multiple categories (I will show how to add that to categories on a Blog, which is not standard.)
  • Can view posts in a calendar view and go back month by month looking for the correct meeting minute.
  • Can easily send meeting minutes from the Blog.
  • Can sign up for an RSS feed to see when meeting minutes are added or updated.
  • Can provide comments to a specific meeting minute with out having to edit the meeting minutes.
  • Can save draft version of a meeting minute before posting it to the Blog.

A Blog can be added to any site.  It will be a subsite, but you can link to it from your main site.  Benefit is that the meeting minutes Blog can have the same or separate permissions.

Click on my ExamplePoint link to view a sample meeting minute Blog and how to set one up.

Comments

I'd like to see the Designer method for meeting minutes

I'd really like to view the method used for dealing with attendence, but I'm unable to access the link.
Can you please open this up to readers?
at 3/27/2009 2:39 PM

Re: Meeting Minutes - Use of a Blog to manage

After implementing this at my work serveral times, I recommed not implementing the SPD solution that I orginally implemented. 

Here is a screen shot showing what it looks like when the user has contributor access.  You can see that they can edit the item.

http://www.bitsofsharepoint.com/ExamplePoint/mmbloga/Lists/Photos/mmattendees.JPG
Peter Allen at 3/30/2009 11:59 PM

Action Items from the Blog

I like the idea of using a blog for meeting minutes and would like a way to turn action items into a running taks list in the blog.
at 9/2/2010 4:06 PM

Re: Meeting Minutes - Use of a Blog to manage

Just create a task list in the blog. Go to View All Site Content and then add a task list.

Now on the blogs front page edit the page and then add the task list to the right.  Filter it as you like.

Nice thing to add would be a pop up for the task list so that you only show the really important fields like title, due date and assigned to.  http://www.endusersharepoint.com/2009/02/16/jquery-for-everyone-aop-in-action-loadtip-gone-wild/
Peter Allen at 9/2/2010 6:05 PM

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