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Even if technologies take more and more space in our lives, some people are more reluctant to integrate them into their work and more specifically in the meeting context. Many people are crying out that everyone is wasting time on Facebook, Instagram and Co. or in their e-mails and that they simply do not follow the exchanges and thus interfere with the smooth running of the meeting. What if, instead, using your smartphone in a meeting could be beneficial for everyone?
Sometimes people simply do not want to learn how to use a new tool, either for lack of time/interest or by habit. In many industries, it’s not easy to change long-established habits. Yet, allowing a few hours to learn a software or an app can save time in the entire meeting process (before, during and after), improve efficiency, productivity, and develop team collaboration.
Your meetings could be more effective if you introduce software designed for this purpose. Don’t you believe me? Find out how technology tools can make your meetings more effective.
(Before the meeting)
1. Save Time: The Meeting Agenda
Every week, it’s always the same story; write the famous meeting agenda that takes you longer than necessary.
- You write your meeting agenda in a word processor software or other.
- Send this agenda to others in case you forgot to write an important point.
- Then you rewrite this agenda.
- Send this agenda to others for approval.
- You sent it by e-mail to all participants will be present (sometimes forgetting e-mail addresses or important documents, oops!)
- Have it printed in case some people haven’t received it.
In the end, all this will have taken you a lot of time with all these back and forth between participants!
But if you use a meeting management solution, how would it happen?
Important Keyword: Collaboration
- You write the agenda in the chosen solution.
- You send the information indicating to the other participants to add the missing points, attach the important documents if necessary or other elements.
- The agenda is available to all, at any time and place.
Need more to say?
2. Save Time: Schedule Management
In a meeting planning, schedule management and meeting room accessibility does take a lot of time and can almost become an Olympic discipline in some organizations. With integration into your corporate agenda, the time and date of the next meeting become easy to manage. Your corporate agenda can send meeting preference surveys with maximum attendance availability. See also everyone’s calendar to determine the best meeting time.
Your final choice will be automatically integrated into your meeting management solution.
3. Have Well Prepared Participants
By sending a detailed agenda to all participants, you make sure they are all well prepared for the meeting. They will be able to access the information in one place and in any place, at any time.
4. Paperless Meeting with Notes Included
It’s common for people to bring a small notebook to a meeting. Instead, bring your cell phone, which most bring anyway, and immediately transcribe your own notes into the app. You will have access to all your notes and when you want to find a note that you have taken in a past meeting, the task will be less difficult than searching through several notebooks. In addition, you make a good gesture for the environment. 🙂
Related Post: Taking notes in meeting, 6 reasons to be addicted.
5. Teleworking Tools
Nowadays, many people work at home for a variety of reasons. Combined with a video conferencing tool such as Zoom, Skype, or Hangout, using a meeting management solution allows you to see all topics, take personal notes, and feel more involved during the meeting for example by being the note taker. You will be more than a spectator, but an active participant.
An unexpected change in schedule happened quickly and unfortunately, the important meeting you will have will be done without you. Fortunately, with your cell phone, tablet or portable, you can follow this meeting in real time, no matter where you are!
Technology can also be a very useful protection form. For example, in a meeting context, audio recording is a good way to avoid any confusion or conflict. By owning recordings, you have everything to confirm or refute statements.
Whether for unplanned topics that are added, a discussion that goes in all directions (the coffee machine is broken, no…), many annoying things and most of the time, meetings are numerous, ineffective and take longer than expected. In order to stay focused on the goals, a timekeeper shows the planned time and the one that remains. No more reasons to exceed the time that was originally planned.
9. Implication: Not Always the Same
In many organizations, meetings are often planned, hold and written by the same person. From now on, everyone can have, alternately, the opportunity to do these tasks. Thus people will have the feeling of being involved, not being only spectators.
10. Save Time: Minutes of Meeting
The use of technology tools in a meeting context can save you a lot of time. By taking notes during the meeting, producing your meeting minutes is fast and easy.
Instead of having to create a minutes of meeting from questionable notes and not always very clear (but what does mean the little star next to this word?), you can use these tools to complete your minutes and send it automatically by email just as quickly.
11. Simplify Follow-ups
In one place, you can access all of the decisions taken and tasks assigned. Thus, you can easily do all your follow-ups (who did what, which tasks are assigned to whom) and thus avoid losing important information along the way.
Of course, some will always say that technologies are important distraction sources, but they are here to stay. Using technological tools to make it your allies and finally have more effective meetings.
Melanie is the Marketing Digital Specialist at Comnet Technologie who handles design, content, user experience, and all marketing for Beenote. Melanie helps individuals, teams, and organization to adopt good meeting practices.