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Meetings

During meetings, you share information and collaborate with co-workers, business partners, customers and others. You can schedule meetings in advance or hold impromptu, ad hoc meeting as necessary. Meetings can be structured and formal like a presentation or informal and less structured like a brainstorming session.

Solutions for common business needs

Your SMART interactive product and SMART Meeting Pro software can accommodate all types of meetings. Specifically, your SMART products offer solutions for the following business needs:

Business need	Solution	More information
You want information and files to be available when you start your meeting.	If your organization has integrated SMART Meeting Pro software with Microsoft® Exchange, you can include information and attach files you want to reference during the meeting when you schedule a meeting in Microsoft Outlook®. When you log onto the meeting room computer at the start of the meeting, the information and files are available in the Meeting Notification window and the Organizer.	Changing Microsoft Exchange integration settings Starting a meeting Accessing meeting details using the Meeting Notification window Accessing meeting details using the Organizer
You want to have a meeting right away without having to schedule it in Outlook.	Your organization can configure SMART Meeting Pro software to create a meeting automatically when you log onto the room computer and there are no scheduled meetings for at least 30 minutes. You can then use all of the features of SMART Meeting Pro software as you would in a scheduled meeting.	Starting a meeting
Participants need to attend your meeting remotely.	You can use Bridgit software to enable participants to attend meetings remotely. You can share video, audio and the screen with remote participants.	Connecting with others using Bridgit software integration
You need to access the Internet or applications installed on the meeting room computer during your meeting.	In Desktop mode, you can interact with the operating system and applications on a meeting room computer like those on your personal computer while using the gestures and other features supported by your interactive product. You can use the Programs button to quickly access four Microsoft applications—Internet Explorer®, Word, Excel® and PowerPoint—if they’re installed on the meeting room computer. You can also add shortcuts to your most frequently used applications, files, folders and websites to the Programs button menu.	Interacting with applications in Desktop mode Using the Programs button Customizing the Programs button menu
You want to send notes recorded during the meeting to participants afterward.	When you end the meeting, you can choose to automatically send notes to all participants.	Ending the meeting

Tips

Here are some tips for holding a successful meeting:

Include a meeting agenda with the invitation. You can insert the agenda in the body of the invitation or attach it as a file. In either case, the agenda is accessible from the meeting room computer when you first log on (assuming SMART Meeting Pro software integration with Microsoft Exchange is set up).
You can also attach minutes or action items from previous meetings and other files to the invitation. Participants can review these files before the meeting, leaving more time for discussion and assignment of action items.
Before the meeting, determine who will chair the meeting and who will record notes. Depending on the meeting’s size and subject matter, one person might complete both tasks or different people might complete each task.
The person recording notes should either stand or sit near the SMART interactive product to use it to record notes.
Depending on whether you’re using Classic Workspace or Unbound Workspace, you can organize notes into separate pages or into bookmarked sections on the same page. You can then send the Whiteboard file to meeting participants so that they are aware of their assigned questions for followup and action items.

The person chairing the meeting can refer to the Meeting button and Meeting Notification window to track the meeting’s progress.

Button	Time left	Action
	More than 15 minutes	Ensure the meeting is progressing at a rate at which everyone can follow along and participate.
	5 to 15 minutes	Ensure all agenda items have been reviewed and all action items have been assigned. Ask for any other business not covered in the agenda.
	Less than 5 minutes	Ensure all meeting notes, including action items, have been captured and the Whiteboard file sent to all participants. Close the meeting and remind everyone of the day, time and location of any followup meetings.

For additional meeting tips, search the web.

SMART Meeting Pro 4.1

Windows operating systems

Meetings

Solutions for common business needs

Tips