Conducting paperless meetings with iPads or target PCs not only saves time and effort, but also reduces negative impacts on the environment. Organizations including universities have started making use of iPads during board meetings.
Advantages of Paperless Meetings
The major benefits of scheduling paperless meetings are:
- Every element of the process such as scheduling, agenda creation and distribution, voting, roll calls, document publishing, and following up on action items is automated.
- Making last-minute changes to printed paper agendas may pose challenges and can lead to huge hassles. Such situations demand editing, printing new copies, etc to distribute new agendas. On the contrary, conducting meetings with electronic devices allows easy editing and attendees can access the documents via PCs, laptops, tablets, and mobile devices.
- Paperless meetings facilitate online access to meeting information so that board members, staff and other authorized individuals can access the same without any time constraints. Digitized contents eliminate the need to print lengthy agendas and attachments and provide adequate security to protect data from unauthorized access.
- The system can eliminate the need for printing traditional inch-thick booklets with agendas and supporting documents.
With software innovations, two major versions of paperless meetings have evolved – iPad and tablet PCs. iPad makes it easy and natural to read digital documents, with advanced features like high definition screen and touch-based navigation facility. It is possible to transfer documents and save it locally in applications such as GoodReader and iBooks. When documents are opened with these apps, it is easy to read them, make notes or underline sections of the text.
Tablet PC allows reading documents in A4 format, and can be used as a notebook, on which you can write with an electronic pen. It is possible to arrange documents like chapters in a book, allowing easy navigation to different sections.