SharePoint 2013, while offering a robust platform for collaboration and document management, has seen certain features evolve or be discontinued. Among these is the Meeting Workspace template. This article delves into the intricacies of this template, its functionalities, and its role within the broader SharePoint ecosystem.
Understanding the Meeting Workspace Template
The Meeting Workspace template was a pre-configured site structure designed to facilitate effective meeting management within SharePoint 2013. It provided a centralized location for storing meeting-related documents, tasks, and decisions. This template was particularly useful for recurring meetings, as it offered a structured approach to organizing and accessing meeting materials.
Core Components of the Meeting Workspace
At its foundation, the Meeting Workspace comprised several key elements:
Documents Library
This library served as the repository for all meeting-related documents, including Agendas, minutes, presentations, and handouts. Its version control features ensured that the latest versions were readily accessible to participants.
Tasks List
The Tasks list enabled the creation and assignment of action items generated during meetings. It provided a clear overview of responsibilities and deadlines.
Decisions Library
This library captured and documented important decisions made during meetings. It served as a reference point for future discussions and actions.
Links Library
The Links library allowed for the storage of relevant external resources or internal SharePoint links pertinent to the meeting’s agenda.
The Role of Meeting Workspace in Collaboration
The Meeting Workspace template fostered collaboration by providing a shared platform for team members. By centralizing meeting materials, it eliminated the need for email attachments and reduced the risk of information loss. Furthermore, the template’s structure encouraged efficient meeting preparation and follow-up.
The Decline of the Meeting Workspace Template
It is essential to note that the Meeting Workspace template has been deprecated in subsequent SharePoint versions. While it offered valuable functionalities, Microsoft introduced alternative approaches to meeting management, such as team sites and group calendars, which incorporate modern collaboration tools and features.
Conclusion
The SharePoint 2013 Meeting Workspace template was a valuable tool for managing meetings and their associated materials. While no longer available in newer SharePoint versions, its core concepts of document management, task assignment, and decision tracking remain essential for effective collaboration. Understanding the strengths and limitations of this template provides valuable insights into the evolution of meeting management practices within the SharePoint ecosystem.
FAQs
1. Can I still use the Meeting Workspace template in SharePoint 2013?
While the Meeting Workspace template is technically still available in SharePoint 2013, it is recommended to explore alternative options like team sites or group calendars for new projects. These alternatives offer enhanced features and better integration with the broader SharePoint environment.
2. What are the key differences between the Meeting Workspace template and a team site?
The Meeting Workspace template was specifically designed for meeting management, with a focus on document storage, task assignment, and decision tracking. Team sites, on the other hand, provide a more flexible platform for broader collaboration, including document libraries, discussion boards, and shared calendars.
3. Can I customize the Meeting Workspace template to fit my organization’s needs?
Yes, the Meeting Workspace template could be customized to a certain extent. However, due to its limitations, it might not be as flexible as creating a custom site template from scratch.
4. Are there any third-party solutions for meeting management in SharePoint?
Yes, several third-party applications offer advanced meeting management features that can be integrated with SharePoint. These solutions often provide additional functionalities such as automated meeting scheduling, attendee management, and real-time collaboration tools.
5. What are the best practices for managing meetings in SharePoint without the Meeting Workspace template?
Effective meeting management in SharePoint involves creating clear meeting agendas, utilizing team sites for document sharing, assigning tasks through task lists, and documenting decisions in a centralized location. Regular review and maintenance of meeting-related content are also crucial for ensuring efficient collaboration.
