Best Practices #2: Maintaining Meeting Notes Centrally using OneNote and SharePoint

November 1st, 2011 5 Comments »

All of us take meeting notes of each of our meeting and there are many ways we send out the meeting notes, sometime text format, sometime we send out the through mail and sometime on a word document.

If the meeting is one time meeting or one way meeting it make sense to send it inline with the mail. However if we have a recurring meeting, and needs to be viewed edited and updated everyday by different team members and also if it needs to maintain a log of everyday meeting notes to refer back with the previous meetings and follow up, how do you normally do? Which is the best of way doing it?

  • How can each of the team member can have access meeting notes at almost real time
  • How can each of the team member can edit at the same time?
  • How can anyone can access there meeting notes from anywhere?
  • How can we make changes so it get reflected to all at the same time?

Simplest way to solve the above need is to manage all the meeting notes through Shared Microsoft OneNote and store it on SharePoint. Solution looks very simple but beauty of it is the way you can manage the entire setup. I will show you on how to Create and Manage Shared OneNote by storing in a SharePoint.

How to Create a new shared notebook in a SharePoint library

When you add a new notebook to a library, the notebook becomes a folder in the library, and the sections are stored as files. Adding content to it and revising it are similar to working with your notebook in any shared location

On the Share menu, click Create Shared Notebook.


In the New Notebook Wizard, do the following:

  • Under Who will use this notebook?, click Multiple people will share the notebook, and then click On a server (SharePoint document library, network share, or other shared location).
  • To tell others about the notebook, leave the Create an e-mail with a link to this notebook so that I can send to other people check box selected.
  • Click Create.
  • Note    When you make changes to your notebook, it may take a few minutes for others to see the changes or for the changes to synchronize, depending on the way your network is set up.

How I use this set up @ Project.

  1. We have created Shared OneNote (Picture #1) and Stored it in SharePoint (Picture #2
  2. All the Work Sheet created (#2) will be stored as files in the SharePoint, you can see it in #2 in Picture #2.
  3. Any one who need to see Meeting notes can either download it and see at onetime or they can import to there local OneNote so it automatically syncs as and when we update it, like they can get the daily updates.

How I Utilize this Setup

Comprehensive meeting notes and its follow ups

Week by Week entry of the Task List of each team member, so it can be viewed by entire team.

Keep track of the Achievements we do within team so it can be shared in common across the team.

Best Part of this Setup

  • Multiple users can simultaneously access shared notes and contribute to them on an ongoing basis
  • A library is a central location on a SharePoint site where people store and manage their files
  • You can manage who has permission to view the notebook or contribute notes
  • You can also track versions of the notebook, so that people can view or restore an earlier version if needed and receive updates when the content changes by using alerts or RSS Feeds
  • When you share a notebook, everyone with permission to contribute to a SharePoint library can access a shared set of notes at the same time
  • OneNote synchronizes everyone’s changes to the notebook on the SharePoint site. OneNote also maintains a separate offline copy of the notes on each user’s computer
  • Participants can edit notes locally even when they are disconnected from the network. The next time they connect to the shared notebook, OneNote merges their changes with everyone else’s.
  • You can see your meeting notes either it from home computer or from your office and you need not send it over mail.

Just try it and you will start seeing its Use.

Please feel free to comment out if you have any more ideas.

-Pradeep SV

I am Google Analytics Individual Qualification (GAIQ) Certified: Is that really Needed?

July 29th, 2009 13 Comments »

GAIQ: A Good Way to authenticate your knowledge on Google Analytics

Its one pending task which I wanted to do since many days, and this weekend was the best suited for me and made up my mind to take it, GAIQ Test.

Well, I asked myself why should I have taken this test spending $50 just for an online certificate.

when I was thinking and mentioned about taking GAIQ test, Many people commented like its an open book test, you can easily pass if we 2 or more people sit together who have knowledge in GA , I would totally agree them, However I still wanted to take this test…WHY?

Not because it’s a certification by Google or cos I will get one certificate that adds to my resume or it adds honour to my skills, its cos

  • it’s a Sense of satisfaction to clear and get authenticated your knowledge on Google Analytics
  • Its a benchmark to say I am sound in Google Analytics.
  • That’s when you feel you have reached a goal (Goal setting you see..:) )

Google describe The Google Analytics Individual Qualification (or Google Analytics IQ) as “a proof of proficiency in Google Analytics that is available to any individual who has passed the Google Analytics IQ test”.

I totally agree with it.

This Saturday is a personal working day for me cos whole day I spent time in going through all the slides and @ 6 I thought of taking the test, as always I am super lucky!!! Power Cut :) (For one hour)

@7 I started test at last, and passed in flying 99%

Google Analytics Individual Qualification - Pradeep SV

After going through all the training material, GAIQ was not that difficult, but definitely there are few tricky questions.

Course Material was very comprehensive and would sure would not be able to make it in test without going through all the slides.

Though I am kind of happy to see 99% scored, I am still unhappy for not having a badge or a kind of logo to say I am a qualified professional (just like Omniture have)

Google Analytics Individual Qualification - Pradeep SV

About Google Analytics Individual Qualification (GAIQ):

Google Analytics Launches Individual Qualification Program” we heard this on March 3, 2009. This was mainly created program to display proficiency in Google Analytics.

What I think about Google Chrome

September 12th, 2008 3 Comments »

By the way everyone knows (by now atleast) Google has its new “Chrome – Google’s Web Browser” its pretty cool for browsing, its great way or great example on what user wants to feel happy while browsing…

I was wondering why would Google want to build Browser, :-) well they have reason for it, have a look here from Google’s Word – Why Google Wanted to Create Its Own Browser

What I like about Chrome?

  1. Way Browsing elements are arranged
  2. Wide Browsing area
  3. Fast browsing experience
  4. Incognito feature – its called InPrivate in IE8

However what I dont like is the memory its taken while browsing, I might be wrong (Please comment it If i am) which slows up the other application, I am getting the feeling that, thats one of the area Google has to concentrate as it was the same issue with Google Desktop.

Anyways, Lets see what I have felt using chrome in details.

1. Way Browsing elements are arranged

What if, if you get exactly what you want in-front of you ? that’s what it happens in Chrome when you open a new tab, it thumbnails all the previously browsed websites in front of you, you need not type in again. Though all browser shows recently typed URL as you typein couple of character but its always presentation and reachable matters website thumbnails are ready in-front of you just click it, don’t you agree with me?

Have a look at some of them.

Google Chrome - Tabbed Tumbnail display

2. Larger Browsing area

t has larger browsing area which is most required while browsing, if you can observe status bar is smartly built like a  mouseover effect, what i meant is it displays on when you type in the URL on the address bar and while loading and it vanishes while its done !! isn’t it great and wanted feature.

No Menu and we dont want it either, how often do we use it, hardly for setting the connection? I am sure 99% of the users never touch the menu item which are displayed in the top its taken out in Chrome – we dont want it (I know its alredy came in IE7 release)

3. Fast browsing experience

Though I felt Chrome, is pretty faster, Firefox still cliams its 28% more faster then Chrome engine. They might be right also ;-)

4. Incognito feature – its called InPrivate in IE8

What is Incognito?

“Browsing in incognito mode only keeps Google Chrome from storing information about the websites you’ve visited” Good for you doesn’t keep track if you visit “family websites” lol ;-) and you need not explicitly clear the history, however you might have to put off or pause Google Web History tracking, as it still keep track of search history if you have logged in as Google user.

Google Chrome - Incognito
By the way all new cookies are deleted after you close the incognito window, hmmmmmm if everyone started using “incognito” or “inprivate” (from IE8) what happens to metrics in Web Analytics reports?

What will be fate of Unique visitors – everyone will be unique in this case? any thoughts?

Security flaws

A security expert has criticized what serves as the automatic file download feature that comes enabled by default in Google Chrome. They argued that it could be used easily by an attacker to trick a user into opening a malicious executable file.

Source - Wiki

But now the chanllenge part is how quickly (just in case) Chrome will acquire market share of in the browsers war. It took 5 years to capture 43% of browser market share for Firefox against Microsoft,

Have a look look at the detailed Browser Statistics Month by Month by W3Schools – http://www.w3schools.com/browsers/browsers_stats.asp

Now its your trun – What do you have to say, Do you think Google Can succed in its Brower market? Please comment.

To Download Google Chrome – http://www.google.com/chrome/

Learn About Google Chrome – http://www.google.com/chrome/intl/en/features.html