It is no longer uncommon to find computers in company meetings. With the widespread use of laptops in the workplace, it was inevitable to see specialized software developed for use in meetings. Windows Meeting Space is one of these programs.

Windows Meetings Space, along with Windows Live Messenger, is effectively intended to replace the aging Windows NetMeeting. Unlike its predecessor, Windows Meeting Space is adapted for meetings where participants are in the same room and able to talk to each other. Thus, Windows Meeting Space does not support audio or video conferences, which Windows Live Messenger handles instead.

Windows Meeting Space focuses on small groups of up to ten users over a wired network, a wireless local area network (WLAN), or an ad hoc (PC-to-PC) wireless network and is very useful new collaboration feature in Windows Vista.

Instead of trying to be a complete meeting management solution, Windows Meeting Space focuses on being a tool for a meeting room. Essentially, it attempts to eliminate the need for paper, enabling users to share files or pass notes, for instance, as well as attempting to improve the experience of delivering presentation.

Imagine a group of say 4 sales staff on the road meeting up with their area manager in Starbucks for a quick sales meeting. Using Windows meeting Space to share notes is an ideal choice.

Windows Meeting Space is based on “sessions”. One user initiates a “session”, and then invites other users to participate. Once everyone who was invited has joined the session, the meeting can start.

During the meeting, Windows Meeting Space allows the participants to share various types of data. They can share their desktop, for instance, but they can also share files or applications. Users can also pass text notes to others who are attending.

When one user delivers a presentation, it is possible to share that particular presentation, so that it appears on everyone’s screen. This is especially effective when meetings are held in places where using a projector or a large screen is not effective, or when the presented content simply doesn’t require such tools. (Think Starbucks!)

The ability to share data is built so that each participant gets his or her chance to present something, without interfering with someone else who is holding a presentation. Thus, participants get their chance of presenting their point of view without disturbing another participant.

Windows Meeting Space achieves this by using a peer-to-peer network which it can create ad-hoc network, using each computer’s wireless network adapter. This way, meetings can be held even when there is no network available, and the data is always safe, since it is only shared between the computers of those who attend the meeting. Furthermore, each participant has to authenticate, ensuring that nobody else except those who are invited can view any sensitive data.

At the end of the meeting, a meeting handout can be distributed. Handouts are automatically maintained, and each user can edit them, with the original file being preserved. Windows Meeting Space ensures that only one user can modify the handout at a time.

Being tightly integrated with Windows Vista and readily available to every Windows Vista user, Windows Meeting Space is already becoming a popular tool to enhance and support spontaneous and informal small-group collaboration with up to 10 concurrent users.

Regards

Marc Liron
Microsoft MVP
www.databucketpro.com

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Source: http://www.instantvista.com/introducing-windows-meeting-space.html