Module 11 alternatives to meetings. Sometimes a face to face meeting isn't the best solution. In this module, we will explore alternatives to meetings that can help you and your team save time and be more productive. Don't forget that even if you use a meeting alternative, you should still use the Pat approach that we discussed in the last module. Take minutes and distribute post meeting notes and action items. Instant messaging and chat rooms.

Instant message applications and chat rooms can be a great alternative to meetings, especially if meeting members are separated by distance. Some things to remember, make sure you have an agenda and stick to it. The chairpersons role in keeping things on track is more important than ever. set some ground rules at the beginning of the meeting to eliminate distractions such as the emoticons, sounds and acronyms. Make sure you keep a record of the meeting. Some applications to Try campfire, meeting pal, Microsoft Office communicator, Windows Live messaging, teleconferencing.

If more personal contact and real time sharing is needed try a teleconferencing system like Adobe's Acrobat comm Microsoft live meeting or Citrix is goto meeting. Most teleconferencing applications feature screen sharing collaboration tools, interactive whiteboards, voice and text chat support, meeting recording capabilities, which can serve as minutes. Again, remember the path approach and remember to keep minutes and Action Lists, email lists and online groups. If your meeting group requires ongoing interactive communication rather than periodic face to face gatherings, an email list or forum or online groups can be an effective tool. There are a few options for these online tools. If your organization has the infrastructure in place, you may be able to set up something on site.

If your organization doesn't have such an infrastructure, there are many free tools out there, including Google Groups, Yahoo groups and combos. A few things to keep in mind if you are going to use this sort of solution. Having a moderator is essential. These types of tools can quickly get out of control without proper supervision. You'll want to make sure members stay on topic and stay professional. Make sure you monitor the time spent on these tools.

Setting a daily or weekly update or delivery time might be a good idea. Just like a meeting, an online list or group should have a purpose and stick to it. Collaboration applications a more sophisticated electronic tool that can reduce the need for meetings is collaboration applications. systems like Microsoft SharePoint rike Hello tonics, Google Docs and Basecamp in give users interaction and collaboration tools from any location. These sorts of tools may be most beneficial for project meetings or situations where users need to peer review each other's work. Once again, these tools must have their purpose clearly stated, and participants must make sure that these time saving tools don't turn into time wasters.

Words from the wise, here are a few thoughts that we would like to leave you with to accompany you on your journey. RV McKay. Time is free, but it's priceless. You can't own it, but you can use it. You can keep it but you can spend it. Once you've lost it.

You can never get it back. Napoleon Bonaparte take time to deliberate but when the time for action arrives, stop thinking and go. Steve Jobs. Your time is limited. So don't waste it living someone else's life. Benjamin Franklin.

You may delay but time will not