Communicate with a Paperless Meeting Solution

Capital Area Intermediate Unit

Joan Adams, IT Systems AdministratorJill Machemer, Supervisor of Instructional Technology

David Martin, Director of Technology

What is communication?

• Different types of communication are needed for different tasks. If a group’s task is relatively simple, a centralized communication network in which interaction between members is limited, tends to increase effectiveness. Complex problem-solving is facilitated by decentralized communication networks (Shaw, 1981).

Shaw, M.E. (1981). Group Dynamics: The Psychology of Small Group Behavior. New York: McGraw-Hill.

• Communication is an essential process in the development of group culture. The type of communication structure determines leadership, roles and the status hierarchy within the group; group morale and cohesiveness; and it limits or enhances productivity (Hare, 1992).

Hare, A.P. (1992). Group, Teams and Social Interaction. Theories and Applications. New York: Praeger.

What does paperless mean?

• Leverage technology people already use – laptops, home computers, iPads, other mobile devices – to access information

• Accessible via internet browsers• Never lose information – as long as you have

internet access it can be retrieved• Provided with multiple options to view, print or

download agendas, notes or minutes• Have a consistent process or tool to provide

agendas and related information to stakeholders

Why is paperless better?

• Less resources (paper, ink, postage, binders) used to produce agendas

• Agendas/minutes are accurate and timely • Agendas/minutes are easily accessible for staff

or community and business stakeholders• Increased efficiency of agenda creators• Increased collaboration between agenda

creators and meeting attendees • Past agendas are easy to search and retrieve

What is AgendaManager?

• Paperless meeting management solution targeted specifically to education and government

• Entirely web-based so the agenda can be created by anyone with Internet access

• Designed to be intuitive and flexible for agenda creators, minute takers and meeting attendees

• Created to facilitate public and private meetings within an organization

Why was AgendaManager created?

• Member school districts identified needs• Increase communication and collaboration • Eliminate the need for numerous emails and Word

documents• Access to information (On Demand and quick)• Streamline processes and communication (hierarchical

structure)• Online access to all meetings and not just board meetings• Save time and money

• Collaborative process• Member districts provided (and continue to provide)

feedback and suggestions

What are some features?• Agendas can be public or private• Minutes can be taken online and displayed

immediately or downloaded to Word• Logged in members can take their own private

notes online• Agendas can be viewed online, downloaded as a

PDF or printed• Attendance and Voting can be tracked online• Accounts can have unlimited members and

groups

Who can benefit from a paperless solution?

• Board of Directors• Superintendent/Executive Directors• Assistant Superintendent• Director of Curriculum• Director of Technology• Principals• Central Office staff• Any Leader who holds meetings that wants to

increase collaboration and communication

How can AgendaManager be used?

• Service Agencies and Districts• Committee meetings

– Strategic planning– School improvement– Curriculum revision– Budget

• Department meetings• Faculty Meetings• Communication to parents and community• Board of Director Meetings• Job alike meetings• etc

What is the support for AgendaManager?

• Understanding of educational agencies and how they operate

• Implementation team to assist in creating the account, groups and users

• Training specific to the users’ role• Support team available via phone and email

“AgendaManager has been a positive effective electronic tool for our District.  We have saved money on reducing the amount of staff time needed to prepare School Board and meeting materials.  We are also saving money on paper costs for every meeting in the District.  We use AgendaManager for almost every meeting in our District at the present time!” – Dr. Richard Weinstein, Superintendent, Middletown Area School District

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