Using OneNote during a conference

It all started out with a tweet by Simon Bisson:

I really liked that idea but I could not very well imagine how it worked exactly. And as this is another way I can make work easier for my colleagues, who generally do not have the time or the interest to find out these things, I decided to try it and write it all down. The Office 365 and SharePoint Connect conference in Haarlem was a good moment to test it all, using a tablet, but it works the same on a PC.

The day before the conference

  • Make sure you have the OneNote app installed on your tablet/PC and smartphone, and that you are logged in on both devices with the same account.
  • If you have never used the camera option of OneNote on your phone, make sure you know where to find it, and practice by photographing something, e.g. your PC screen, with the automatic edge detection and cropping.
  • Create a notebook for conferences.
  • Create a section for the next conference. From there you can create a page for each session.

    OneNote-booksetup
    I have created a Section for the Connect conference, and have one page per session.
  • Charge your devices and a power bank if you have one. It may be my iPad but it devoured battery. A charger may be useful as well, to use during breaks.
  • Clean the camera lens on your phone 🙂

Before each session

  • Make sure your devices are connected to the conference wifi
  • Create a page for the next session
  • Open tablet/PC and phone on the session’s page

During the session

  • Make notes on your tablet/PC
  • Whenever you want to capture a slide, take a picture with your phone while both phone and tablet/PC are on the session page with the cursor below the current notes. Take the picture when the purple lines are around the slide. The “Document” picture option appears to give the best results.
  • The picture captured in the purple lines will be added to the page at the place where your cursor is, on both devices.

    OneNoteinpage
    I took the picture, focusing on the slide, and this was added to the page. See below for the original photo.

After the conference

  • Process your notes like you are used to.
  • Remove the original pictures from your phone’s photo gallery to free up space. Your slide pictures will still stay in OneNote.

    OneNote-original image
    This is the original picture which stays on your phone and takes up space.

Conclusion

I really like this option. I love the fact that the cropped image automagically appears in your notes 🙂 . I also like the fact that you have the slides immediately; of course you can also wait until the organization makes the decks available, but by that time I generally no longer have the time and patience to cut and paste all this.

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Meeting Actions in a Team Site

Actions-FeaturedSome time ago I was contacted by an employee from one of our locations.

What was the problem:

The department she worked for had a lot of meetings, and everyone was a bit confused about the actions and decisions that resulted from those meetings. All meetings had different attendees, and meeting information was properly documented and accessible for all, but in various files and in various locations.

This resulted in the following issues:

  • People had no central overview of all tasks assigned to them at the meetings
  • People forgot where the documents were, because they could be in different places
  • Meeting owners had no way to check progress between meetings
  • The workload was not evenly distributed – some people had too many action points and could never finish them all on time, while others had almost none.
  • People were sometimes given conflicting tasks in different meetings (such as:  “we need to keep more stock so we can work around inconsistent raw material deliveries”/ “we need to reduce stock because it costs money”) and because there was no central overview, it was difficult to recognize those.
  • It was not always clear which decisions had been made, by whom and when.

What was the solution?

Well, their team site, of course! 🙂
They wanted to have all the action points in one central place. They thought of an Excel file, but reckoned that that could create issues with concurrent editing, and in fact their first question was if they could do something to avoid that.

Of course I showed them that it might be much easier to use a list.

I started with a Task list, because they liked the idea of an email notification.
I added a few columns, such as “Meeting Name” and “Topic” for  classification.
I created some extra  views: “Open Action Points” grouped by meeting, and a view grouped “By Topic”.

Entering a new action
This is the form to capture Actions from the meeting.
All open actions
All Open Actions – this is the View used during meetings.

This setup was easy to understand and work with for everyone and was implemented in no time. The only reason that they had not done this earlier was because they did not know it could be done this way!

The Decisions List was a separate custom list with similar “Meeting Name” and “Topic”fields.

What were the results?

  • Time savings because all actions and decisions are in one easy-to-find place
  • Consistent progress management of action items and decisions
  • Faster turnaround of action items because everyone knows the list and the process
  • Better distribution of tasks over all meeting attendees
  • Insight in and avoidance of conflicting assignments
  • Insight in decisions taken
  • 3 other departments that want a similar setup (I have already created the list as a template)
  • The project was featured in the local employee newsletter (mentioning me as well :-))

Yes, this is simple standard SharePoint and technically not very challenging. However, this very simple solution has made a real difference to that department and to the company. So I think it is worth mentioning!

While I was recreating this list in my own Office365 environment I noticed the Timeline bar. I do not remember seeing this before so I am curious what it does. Another thing to investigate!

Timeline
The Timeline in the Task List. This is available on every view.

Image courtesy of adamr at FreeDigitalPhotos.net