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How to keep in touch with everyone

This is part of our series on tips for organisers…

We all know how hard it can be to keep on top of communications and making sure everyone knows what’s going on. If you haven’t already found out, you soon will realise that you’re going to end up with a lot of different bits of info you need to share between your committee.

It’s really easy to use basic tools such as email, phone and IM to keep in touch, but if you want to share files and make sure you’re all looking at the same version of a document, things can be a bit more complicated. Here’s 3 tips on using technology to help you out.

Google Docs and Calendar. Google’s everywhere for good reason, it’s really easy to use, works brilliantly and costs nothing. You might already use Google Calendar but why it’s great for planning your ball or prom is that you can share a calendar with your friends so you can all put in deadlines and dates for your next meeting. Have table plans? Meal choices? With a shared folder in Google Docs you can all see them whenever you want and edit it at the same time. Best of all, it’s online so if you lose your laptop you don’t lose your plans!

Dropbox. Here’s one you might not have heard of. It has HUGE amounts of space for photos, videos, music and even more boring stuff like documents. Everyone just needs to download and install the software, share the folder with your friends and co-organisers and then whenever any of you save something into your dropbox it’s automagically backed up and synchronised to everyone, meaning you don’t need to fill one-another’s inboxes up all the time!

Facebook. Obviously you already know and spend half your working hours here, you probably have your event organised here too but what about using it for your committee? It’s a great way to organise groups of people and share ideas. Why not create events for your meetings so you know exactly who’s coming? Because you’re on it everyday it’s easy to keep track of what’s going on.


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