Every day my calendar is filled with meetings. I can take little solace in knowing that I am not unique when it comes to meetings because they take up a substantial chunk of most people’s working lives. In fact, according to a Harris Poll that appeared in The Atlantic, the average employee spends close to 40% of their working days in meetings. And these trends will not change anytime soon; in fact, they will most likely grow.
A lot has been written on how to make meetings more productive from a human management perspective. However, little has been written about the importance of technology in making a meeting successful.
In this article, I will discuss the eight ways that meeting solutions can help organizations get the greatest benefits from their meeting experience.
1. Scheduling Efficiency
What size room do you need, for how long? Do you even need a room, or can the meeting be virtual? Let an Intelligent Booking System find the best space automatically. If something changes, the system will automatically notify attendees. No more wandering the halls looking for a room change note taped to the door.
2. Centralized Resources Makes Being Unprepared Inexcusable
Meetings shouldn’t be a group read-along. Everyone should have access to the information they need in advance, without relying on error-prone tools and systems. Get rid of all the excuses: “I didn’t get the attachment, I wasn’t cc’d…” By sharing all content relevant to the meeting in one central Cisco Webex Teams meetings space, everyone has access to it ahead of time, and productivity starts before the meeting. With a properly implemented Cisco meetings solution, you can enforce an expectation of preparedness.
3. Let Your Mobile Workforce Join Easily, From Anywhere
Cisco made it really easy to join a meeting: click the green button. That’s it! Whether people are in a huddle space at the office or in a remote location, using a desktop computer or a mobile device, they can join from anywhere on any device in one click. If they’re late, it’s because of them, not the technology.
4. Take Action Before, During, and After the Meeting
Starting on time is only half of the battle. Making sure work gets done during and after the meeting is essential to maximize meeting productivity. Active collaboration prevents multitasking by engaging people in productive work during the meeting. Solve problems and produce tangible outcomes on the spot instead of assigning everyone a pile of action items to do later. Capture ideas on files, messages, and whiteboards and share with everyone immediately after the meeting.
5. Calendar Integration
Every meeting people accept is automatically added to their calendar, with a reminder set to pop up automatically. No more “forgetting.”
6. Share Host Duties
Make it easy for different people to run their own part of the meeting by switching host duties seamlessly, with no delays.
7. Streamline Setup
There’s no reason not to trust the system and test it before every meeting to make sure everything is okay. When it’s set up properly, the Cisco Webex is so intuitive; anyone can easily use it as a self-service system. Even the least technical person in your company should be fully confident that your meetings solution will work right away, with the audio and video capabilities they need.
8. Implement Video as a Best Practice
Keep everyone focused with their full attention, communicating with people, not devices by implementing video as a best practice. Using video conferencing enables all participants to communicate both verbally and non-verbally regardless of the attendee’s location as if they were sitting across from one another.
With ZIRO Consulting Services and Cisco Webex Meetings and Cisco Webex Teams solution, you can completely transform the meetings culture at your company.
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