| A SharePoint meeting workspace is a website containing specific Web Parts that support the meeting or event process. The meeting workspace can be used for a variety of activities associated with the meeting or event. Before a meeting, the agenda and any documents that need to be reviewed prior to the meeting can be posted on the site. The meeting site can display the attendees, whether or not they are attending, and other information about them such as email addresses. This provides a quick way to see the status of the attendees and who hasn't yet responded to a meeting request. The objectives can also be posted so that the attendees are informed regarding what needs to be accomplished. A text Web Part can be used for posting directions for getting to the location where the meeting or event is to take place. SharePoint meetings and events have been designed to interface with Outlook 2003 and can actually be created and updated through Outlook 2003, and events can be viewed on Outlook calendars. Reviewing the Five Different Meeting Workspace Templates The five default templates for producing different types of meeting workspace sites are described in the following paragraphs. The Basic Meeting Workspace template includes the following Web Parts: Objectives, Attendees, Agenda, document library all visible on the default.aspx home page. This template can be used as a base meeting workspace for just about any type of meeting. Typically, the site created from this template would be customized to include other Web Parts, libraries, and/or lists such as the Web Part for managing attendees, and possibly a document library. Figure 13.3 shows a sample Meeting Workspace. Note that the Site Settings function (normally available in the top link bar) is "hidden" in the Modify this Workspace menu. Figure 13.3. Basic Meeting workspace. 
A decision meeting (as shown in Figure 13.4) adds the additional tasks list to the Basic Meeting template. A decision meeting workspace could be used when there are a series of tasks that need to get completed before the meeting, and these could be tracked in the tasks list. If some of the tasks aren't completed prior to the meeting, or new ones are identified during the meeting the workspace could be kept in place to continue tracking the tasks. Figure 13.4. Decision Meeting workspace. 
The Social Meeting Workspace template is geared toward planning a social gathering. It includes Attendees, Directions, Things To Bring Lists, a Discussions board, and picture library. It also includes an Image Web Part for posting a logo or other image associated with the meeting or event. This type of meeting workspace could be used for a company event such as a holiday party, providing directions to the location where the party is being held, a discussion board for things such as what the menu should be, and then pictures could be posted after the event. Under the Modify This Workspace menu, there is a Manage Pages tool, which when clicked shows the tool pane visible in Figure 13.5. Note that the order of the different pages (Discussion and Photos) can be changed, by using the Order arrow (circled in Figure 13.5). Figure 13.5. Social Meeting workspace. 
The Multi-page Meeting Workspace template includes a standard home page with objectives, attendees, and agenda lists, and two blank pages for customizing. This type of meeting workspace could be used for a more complex meeting or one that is recurring, and the different pages could be used for different sessions. As shown in Figure 13.6 there are a number of standard lists available to add to these pages. Figure 13.6. Multi-page Meeting workspace. 
The Blank Meeting Workspace template creates a blank site with nothing in it. The blank site is used when none of the other sites fit the requirements of the meeting or event, and a completely customized site needs to be developed. The blank site provides the tie-in to a SharePoint event or Outlook meeting, but enables building exactly what is necessary into the site.
The workspaces created from them can be customized to include libraries and additional Web Parts. For example, a document library may be added to store documents that pertain to the meeting, or a picture library can be added for storing pictures related to an event. TIP Have the meeting workspace available during the meeting either on a laptop or desktop that is preferably connected to an overhead projector. This shows all attendees of the meeting that the tool is actually being used, and that time and thought have been put into the organization of the meeting to ensure that it will be effective for all involved. The workspace can even be updated in real time to enhance efficiency.
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