Do not underestimate OneNote, the time saver for paperless meetings in Office 365

OneNote is often compared to Evernote. However, that comparison does not OneNote justice, for OneNote is so much more than Evernote. The most important advantage of OneNote is that it integrated in all the products in the Microsoft suite. So it is very easy to exchange information. In the video at the bottom of the page, you will see how you can have a paperless meeting with OneNote.

What is OneNote?

OneNote is more than a simple notepad. It’s your memory, the team’s memory and the organisation’s collective memory. It’s also a place for agreements, tasks, collaboration, having meetings, and a place where ideas are formed. You can work on your notes from every device; together, at the same time, live and real time.

A paperless meeting

You have set a date for a meeting in your Outlook calendar, and you’ve shared it with all those who need to be present. This scheduled appointment includes all the necessary documents and the content for the meeting. So every participant will have the necessary information before the meeting starts.

During the meeting, you open the appointment in Outlook. Then, click the OneNote button (in Outlook!). A new OneNote page is made right away, containing all of the information about the appointment. OneNote automatically ‘pastes’ those who were invited to the appointment into the note, and offers the option to check who is and who isn’t present. The subjects of the appointment are also pasted into the OneNote page. The files from the appointment are added as well. Therefore, OneNote provides an overview containing all the information that is necessary in that moment. The meeting can start.

Keeping the minutes together

A big advantage of OneNote that is not presented in the video – but that is possible – is multiple people keeping the minutes at the same time in OneNote. This means that not just one person is responsible for the content, but everyone is. Exciting? Probably! Practical? Absolutely! It saves a lot of time, mostly because no review is needed afterwards. Everyone can see the made changes, the kept minutes and who is contributing right away. With labels it is easy to indicate what the tasks, questions and points of action are, and who is responsible for what. Because notes no longer have to be typed out afterwards a lot of time can be saved. It does not matter if the people present are working from their computer, tablet or smartphone. Even people who are calling via Skype Business can contribute.

When customers want to start having paperless meetings, Rapid Circle will guide them through their first paperless meetings to show them how it works, smarter and more efficiently. The described situation in this blog is one example of how it could work. But there are a lot more possibilities.

Are you interested in having paperless meetings in a smarter way? We would love to help you out!