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Office 365

Paperless Meetings

Creating Paperless Meetings

Working in a more paperless way is a clear route to efficiency savings. As part of a Change Team Project, a new standard approach has been developed to running paperless meetings which would enable all meeting papers to be created, circulated and accessed in the same way regardless of device or location. This should result in efficiency gains for those servicing meetings and those attending them.

Meeting papers are compiled into a single, bookmarked, reduced file-size PDF, saved on the workspaces area and circulated to members by providing an external web link to the fileport system. Instructions are available below to guide stakeholders in the creation, distribution and access/annotation of meeting papers using the methodology for Windows, Mac, Surface RT, iPad, and Android devices.

Occupational Health guidance for Chairing meetings

These are some recommendations:

  • Building in more posture breaks into long meetings; in general terms this could mean over 1 hour duration. The Chairperson of the meeting should allow and encourage people to stand and stretch as and when required, but at least hourly. This frequency may have to be increased if the chairs, desk and environment are not entirely suitable(e.g. non-adjustable chairs in a hot room).
  • Employees with underlying conditions that may need extra adjustments (ref. the Equality Act 2010) should be encouraged to speak with the Chairperson or meeting organiser in plenty of time so that their needs can be accommodated.
  • All users consider the 5 steps below

‘5 step’ guide to Employees and Users of Portable devices. Everyone is different so apply these according to your situation.

Step One
Try to support your arms on a chair or table to take the load off the neck and shoulder muscles whilst operating a portable device. For the smaller devices, alternate between holding it up with the screen facing towards you so that you are not having to flex your neck too much as you look down to view the screen.

Step Two
Keep hand and arm close to your body. The weight of a phone or device may not feel like much but the load on your arm is significantly increased if the arm is held out-stretched and this action will put a strain on your neck.

Step Three
Swap hands regularly before the onset of any discomfort. Try using your non-dominant hand for a change (if you are right handed try using your left and vice versa).

Step Four
If your hand or forearm feels tense or sore massage the arm from wrist to elbow.

Step Five
Carry out these exercises from time to time:
1) Regularly open your fingers and stretch them out.
2) Stretch your arm out and rotate your wrist so it is facing upwards.
3) Stretch your arm out and rotate your wrist so it is facing downwards.
4) Turn your head side to side and nod up and down
5) Look elsewhere/ out of the window and alternate focusing on objects near and far
6) Take the opportunity to alternate standing and sitting