Meeting Solution for SharePoint Online

What is the current solution?

The Committee Solution in SharePoint on-premise has been available to members of the University since 2012 as a result of requests for enhanced support for several high profile committees. It provides a template which is a business-critical part of SharePoint functionality in the University, enabling many committees to administer their activities using calendars and document libraries.

Meeting Solution in SharePoint Online

Available to request via OSM from 19th April 2021

The only bespoke development undertaken by the project team has been the provision of a Meeting Solution in SharePoint Online. It was decided to offer two versions:

Basic Meeting Site

This provides the functionality for a meeting with documents. It has a pre-configured Home page with several webparts:

  • Text which can be customised with your meeting details
  • News where your announcements can be added
  • Events where your next meeting will be displayed
  • Meeting Calendar to hold your meeting dates
  • Meeting Documents library with Next Meeting Documents and Last Meeting Documents views, where content is moved automatically between the two based on the current date

Committee Meeting Site

This provides functionality for meetings, with documentation and security levels to manage who can access what content. It has a pre-configured Home page with several webparts:

  • Text which can be customised with your meeting details
  • News where your announcements can be added
  • Events where your next meeting will be displayed
  • Meeting Calendar to hold your meeting dates
  • Meeting Documents library with Next Meeting Documents and Last Meeting Documents views, where content can be moved between the two automatically using Flow
  • Document Library of Reserved and Unreserved documents, which can be grouped by choices inline

More Information

Further details on both site types, including how to request them, and set them up, are available on the Meeting Solution Self Support site.

Using MS Teams to manage Committees 

Although there is now a Committee meeting site and Basic Meeting site in SharePoint Online, some departments and colleges have found that their committee administration can be met via MS Teams if their requirements are straightforward.
 

MS Teams provides a simple, easy to setup method of committee management. If you do not have granular permissions within your committees then this method could be considered. 

Further details on how you can do this, based on the experiences of two different colleges, can be found in this Quick Reference Guide - Using MS Teams to Manage Committees.

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