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How to Host More Effective Meetings With the Google Workspace System

Meetings are the norm in business, whether you’re a small or a medium-sized business. It can be a powerful tool if used correctly. Meetings provides a forum for discussion and decision-making. It also allows you to track individual and team progress on particular matters/projects. Technology continues to change the way we work and this is no different when it comes to preparing, conducting and following up on a meeting. See how the Google Workspace system can help you host more effective meetings.

Google Workspace System Apps

How much time have you wasted fumbling around looking for documents and files either to prepare or present at a meeting? Meetings can be a time-consuming exercise but it need not be. There is an alternative – the wide range of Google Apps from the Google Workspace System. The meeting experience with Google Workspace is easy and painless. It can be used from the planning stage all the way through to follow up. Here are 5 great tips designed to ensure that you get the best out of the Google Workspace System for meetings.

Better Meetings With the Google Workspace System

5 great tips to make the most out of your meetings with Google Workspace Apps

1. “Find a time” feature on Google Calendar

Find a time on Google Calendar

With a busy schedule of appointments, conference calls, and other allocated commitments, it may be hard to find a workable time to conduct the meeting amongst the “sea” of colour, which is your Google Calendar. Convenient for you, the “Find a time” feature on Google Calendar does a search for convenient times between all meeting participants.

To do this:

  1. Ensure that meeting attendees have shared their calendar with you or made it public. This can be done through calendar settings.
  2. Create a new event or open an existing one in Google Calendar.
  3. Click on the “Find a time” tab.
  4. Enter up to 20 email addresses of meeting attendees. This will bring up their calendars.
  5. Select a time slot that works with everyone’s schedule.

2. Attach relevant files to Google Calendar

File attachment on Google Calendar

It is always frustrating for you and the attendees if you are fumbling and frantically searching for relevant files during the meeting. So, make sure that you have the relevant files at hand prior to entering the meeting. How you can be organised?

With a few clicks of a button, you can attach relevant documents to your Google Calendar through the “Add Attachment” option on the task pane. The files can be accessed by the attendees at any time (before, during or after the meeting) under the “More Details” section of their meeting invitation. The attachment can be a file from Google Drive or one uploaded elsewhere. The meeting agenda is always a useful document to have attached to allow attendees to access and view prior to the meeting.

3. Collaborate during the meeting with Google Docs

Google Docs collaboration

With Google Docs, Sheets, and Slides, you can share documents and have other people collaborate and co-edit with you in real-time. With this, teams can create shared notes regarding what transpired during the meeting. For data analysis and other complicated tasks, teams can collaborate on their spreadsheets in real-time.

On top of completing tasks using this feature, this can also be used to follow-up and see what the team has understood from meetings.

4. Additional “Resources”

A not so well known feature of Google Calendar is the add “Resources” option which allows you to attach additional resources required for the meeting. And this can be anything from a projector to cables to meeting rooms. Ensure that Calendar Resources is set up in the Admin Console by the Google Apps Administrator to ensure the function is available. It can be tailored to the specific resources available to the business and prevents incidents of double booking.

5. Google Meet’s helpful features

Google Meet features

Depending on your Google Workspace subscription, you can have access to these helpful Google Meet features:

  • Breakout rooms – allows teams to split into smaller groups
  • Polls –  quickly get the opinion of the team
  • Q&A – allows everyone to ask questions in an orderly manner
  • Recording – records meetings; recordings are accessible in Drive
  • Whiteboarding – useful for brainstorming

These features are great for keeping track of meetings, generating ideas, and conducting team-building activities.

Want to upgrade your meetings?

Onsite Helper can help you start with your journey with the Google Workspace system. Additionally, if you’re a small to medium-sized business, Google Workspace is perfect for you. We’ve helped hundreds of medium-sized businesses in Victoria, Melbourne, and all over Australia. Contact Onsite Helper and try Google Workspace today!

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