1 / 6

Town of Leesburg

Town of Leesburg. PAPER LESS AGENDAS Saving trees and time. Problems with “paper “ agendas: Expensive – materials and time Paper 3 Ring Binders Dividers Hours in the copy room Multiple copies of large format plan sheets Difficulty making revisions and changes Switching out pages

antione
Download Presentation

Town of Leesburg

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Town of Leesburg PAPER LESS AGENDAS Saving trees and time

  2. Problems with “paper “ agendas: • Expensive – materials and time • Paper • 3 Ring Binders • Dividers • Hours in the copy room • Multiple copies of large format plan sheets • Difficulty making revisions and changes • Switching out pages • Printing color maps • Notebooks are bulky, heavy and hard to transport • Multiple opportunities for printed copies to differ from electronic copies

  3. The Major Disadvantage with commercially available “paperless agenda” management software: • Software costs • Implementation costs including training and time spent in the “learning curve”

  4. First Try!

  5. Microsoft Sharepoint • Automating the Approval Process • Originating staff places document in folder in Sharepoint • Clerk’s office starts workflow – designating those needing to approve the document and how long they have to review/comment. • Email pops up in the approver’s Outlook inbox notifying them that they have an item to review. • Once the approver has completed the task, an email is sent to the Clerk’s office notifying them that the task is complete.

  6. Benefits: • Multiple approvers can be designated, but each sees the item after the other so that overlapping comments/corrections do not occur • Sharepoint sends reminder emails so that items do not get forgotten (buried under piles of paper). • Originating staff and the Clerk’s Office can keep track of where an item is in the review workflow and view comments made by different approvers. • All corrections/changes are made to the document in Sharepoint which eliminates the possibility of different versions floating around

More Related