Minutes of meetings have been around for a long time. Before email, they were circulated on paper to the attendees of the meeting. Nowdays they are circulated in a similar way, but the technology has changed – they are sent by email.
This has dealt with the following issues:
- Paper consumption has been reduced
- They can be easily forwarded to additional people
It has left the following problems though:
- minutes clog up email inboxes
- They remain difficult to find after a while
- they can only be seen and searched by the recipients of the minutes
Enter Web 2.0
If we use an intranet/extranet based blogging solution as a method of publishing minutes, then we can solve several more problems:
- Any person with access can search the minutes for mention of specific topics
- Tags categories can be applied and searched.
- Email box clutter reduced
- there is always a place I can go to refer to old minutes
- If I use an RSS-Reader I can carry historical, searchable minutes with me.
- It is easy to comment on minutes and distribute changes.
- Many blog solutions provide a subscribe-by-email module for those users who cannot adapt.
There are however certain issues:
- Security requirements of certain minutes will mean they have to be handled differently
- Version control of changes to Blog content is not very mature, or even desirable.
- Users will need to learn to use RSS-Readers.
For the most part, this will be a great solution to make it much easier to share and distribute minutes.