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Online tools and resources for organizing effective meetings are wide and varied, and extremely useful. With sites like MyCommittee.com you can reduce the need for back and forth emails and forwarding documents to pull together a meeting. MyCommittee allows you to organize and manage meetings with your committee members, as well take minutes online and share them after each gathering.
MUO writers have covered several other online meeting tools, but I personally like MyCommittee because it includes basic features and tools for small to midsize meetings. It can be especially useful if you’re holding online meetings on say Google Hangouts, Skype, or other similar sites.
How It Works
The key to using MyCommittee is to register an account on the site, set up your first agenda, and then invite your committee or organizational members to check it out. The site includes a wizard that steps you through the process of creating your meeting agenda.
You will of course set logistical information and the purpose for the meeting; add a list of invited attendees and guests, followed by recurring agenda items (e.g., Review and Approve Agenda, Old and New Business, Review Tasks), and upload documents that can be downloaded for review.
In your Committee Settings you can, among other things, set default information, create an agenda template, set member privileges, and enable or disable public or private access to agendas and minutes.
After creating and reviewing your agenda, you can email a link to your members and guests. You can also export a PDF copy of the agenda so that it can be viewed and printed offline. The agenda wizard makes your agendas look very professional, reducing the amount of work it would take to produce them in Word or some other text editor.
Before, During, and After Meetings
If you can get all your committee members on board with using MyCommittee it can be used as a central hub where they can get the privilege of adding and editing agenda items and uploading documents for the meeting.
At any time before the meeting begins, members can add comments on any agenda items that everyone will see, and personal notes on items, which can only be see seen by the person who posted the note.
On the date of the meeting, you will see a “Create Minutes” button which when enabled turns your agenda into a minutes form. The layout and agenda of both the minutes and the agenda are nearly the same, but after your agenda is converted to minutes, you can use the comment section of each item to add notes, discussion points, decisions, etc. for each item. The comments text box doesn’t open inline within the minutes, but as a separate page.
There’s also a section to assign tasks for both the committee and individual members. The content of your minutes can be seen by all online members of your committee, who can participate in updating the minutes, so the task doesn’t fall on one person.
If committee members have online access to the agenda and minutes during the meeting, MyCommittee can help everyone stay on task, and it reduces the amount of printed paper for more documents.
The basic features of MyCommittee allows for unlimited registered committee members and unlimited agendas and minutes. The file storage, however, is limited to a mere 1MB. You can always use file storage services like Dropbox to link to documents for download. (Note: if you’re looking for a totally free online agenda setting and minutes option, you can check out Agreedo.)
The are some areas where MyCommittee needs improvement. For instance, it has a mobile client app for Black Berry, but not one for the iPhone or Android. There’s no social networking integration, and editing agenda items can take few clicks too many.
MyCommittee includes a couple of introductory video tutorials to get you up and running, and several support resources for how to how hold and manage effective meetings.
Let us know what you think of MyCommittee, and what other online meeting tools you recommend. For other ideas on this topic, check out these articles:
- Set Up A Multi-Party Online Meeting The Easy Way With AnyMeeting
- 10+ Great Online Tools For Group Co-Ordination & Meetings
- Agreedo: Write & Manage Your Business Meeting Minutes For Free Online
Image Credit: Business Group Meeting via Shutterstock