SharePoint 2013 Meeting Workspace Template: A Comprehensive Guide For Effective Collaboration

SharePoint 2013 Meeting Workspace is a powerful tool that can help streamline your meeting planning and execution. By creating a well-designed template, you can ensure that your meetings are organized, efficient, and productive. This guide will provide you with the essential steps and considerations for creating a professional SharePoint 2013 Meeting Workspace template.

Essential Components of a Professional Meeting Workspace Template

A professional meeting workspace template should include several key components that promote organization, collaboration, and communication. These components may vary depending on your specific needs, but they should generally include the following:

Meeting Details

Meeting Title: Clearly indicate the purpose of the meeting.

Date and Time: Specify the exact date, time, and location of the meeting.

Attendees: List all participants, including their names, titles, and contact information.

Agenda: Outline the topics to be discussed, along with estimated time for each item.

Meeting Minutes: Provide a space for recording key decisions, action items, and follow-up tasks.

Documents and Resources

Meeting Materials: Upload relevant documents, presentations, or handouts.

Shared Documents: Create a library for storing and sharing files related to the meeting.

Links: Include links to external websites or resources that may be useful.

Collaboration Features

Discussion Boards: Facilitate online discussions and Q&A sessions.

Tasks: Assign and track tasks related to the meeting.

Calendar: Integrate with SharePoint’s calendar to schedule and manage meetings.

Web Parts: Utilize web parts to display relevant information and data.

Design Considerations for a Professional Template

The design of your SharePoint 2013 Meeting Workspace template is crucial for creating a professional and user-friendly experience. Consider the following design elements to convey professionalism and trust:

Layout and Organization

Clear Structure: Use a logical and consistent layout that is easy to navigate.

Consistent Branding: Incorporate your organization’s branding elements, such as colors, logos, and fonts.

Intuitive Navigation: Ensure that users can easily find the information they need.

Visual Appeal

Professional Aesthetics: Use clean and modern design elements.

Consistent Formatting: Apply consistent formatting throughout the template, including headings, bullet points, and spacing.

Visual Cues: Use visual cues, such as icons and images, to enhance clarity and engagement.

User Experience

Accessibility: Design the template to be accessible to users with disabilities.

Mobile Optimization: Consider the needs of users who may access the template on mobile devices.

Intuitive Functionality: Make it easy for users to interact with the template’s features.

Best Practices for Creating a Professional Template

To create a truly professional SharePoint 2013 Meeting Workspace template, follow these best practices:

Tailor to Your Needs: Customize the template to meet the specific requirements of your meetings.

Test and Refine: Test the template to ensure that it functions properly and is user-friendly.

Provide Training: Offer training to users on how to effectively use the template.

Regular Updates: Keep the template up-to-date with the latest SharePoint features and best practices.

By following these guidelines, you can create a SharePoint 2013 Meeting Workspace template that is both professional and effective. A well-designed template will help you streamline your meeting planning and execution, improve collaboration, and enhance overall productivity.