SHARE



ABOUT THE AUTHOR


Michael Hughes
Michael Hughes, co-CEO and co-founder of LoopUp, is responsible for the company's product development and platform operations worldwide. Prior to...
Read Full Bio >>
SHARE



Michael Hughes | February 28, 2017 |

 
   

What Happens After the Meeting?

What Happens After the Meeting? Finding easy ways to smooth out the follow-up process after the call will not only keep you moving in the right direction, but will help you get there faster.

Finding easy ways to smooth out the follow-up process after the call will not only keep you moving in the right direction, but will help you get there faster.

Conference calls have without a doubt become a regular a part of daily business, and the number of these meetings that business people join each week seems to grow year after year. According to a 2015 study by Research Now that surveyed business users on their personal and company habits around remote meetings, 68% of respondents said they were on anywhere from one to five calls each week, with another 20% joining between six and 10 calls.

Why Do We Meet So Much?
The motivation behind almost any meeting is momentum. We want to keep our businesses moving forward. If you're in sales, you want to advance opportunities through the pipeline. If you're in project management, you want to build on projects without delay or distraction. If you're a lawyer, you want to close the deal.

As companies and teams have become more distributed and mobile, remote meetings have emerged as the de facto way to connect everyone and keep activities and business on track. But for many of us, our calendars are awash in a series of meetings that, while each important in its own right, can blur into a series of indecipherable conversations.

Can We Meet Better?
Despite best intentions, it's not uncommon for meeting hosts to fail to clearly record decisions or discussion points, leaving guests with only a vague recollection or understanding of goals and next steps. By the time the group reconvenes a week or so later, you'll inevitably need to rehash one item or another -- momentum stalled.

Best practice for running effective meetings is well-trodden ground. At one time or another we've all learned that certain habits create productive calls -- making sure the right people are invited, having a clear agenda and goals for the meeting, keeping the conversation on track by moving tangential topics offline, recording minutes, and agreeing on next steps before breaking.

However, the reality is that some people are simply better and more committed to such best practices than others. And this inconsistency can create a challenge when it comes to moving things forward.

portable


Like a Good Golf Stroke, It's All in the Follow Through
One solution to help create more consistency and improve the outcomes of remote meetings is to let your technology do some of the work for you. Several of today's remote meetings products will actually guide you through the components of meeting best practices so you don't have to remember to initiate the follow-up yourself. This may seem like no big deal, but when you are booked back-to-back for a good portion of your day, finding the time to go back, reach out to the group, and clarify next steps can quickly get lost in the shuffle.

Check to see if your remote meeting solution includes a feature which may be called something like "call-end email." This type of feature not only summarizes who attended the meeting, the decisions made, and agreed upon next steps, but also provides meeting artifacts that will help move projects forward between meetings and ensure everyone is prepared before the next call. Artifacts are any supporting meeting files or links that will be useful for attendees to refer back to later. These may be agendas, presentations, or documents shared during the meeting, or links to shared folders or channels in Box, Google Docs, Salesforce.com data, etc. A meeting artifact could also be a recording of the meeting.

The content in the call-end email could be further useful for all attendees when inserted into other mainstream project management, workflow, and business collaboration tools such as Basecamp, Jira, Slack, or others. Additionally, with an automated call-end email, even those absent on any given week can catch up without delay, having the decisions made and required next steps in hand.

And finally, consider adding appropriate members of your senior management team or other relevant stakeholders who may not regularly attend your meetings as recipients of your call-end email as a way to get additional buy-in on your initiatives. This can go a long way in accelerating and improving overall results.

Finding easy ways to smooth out the follow-up process after the call will not only keep you moving in the right direction, but will help you get there faster. Most companies have more than one tool for remote meetings. Taking a few minutes to look into the features of each could solve hours of work and frustration down the road. Selecting the best technology for the job will provide greater clarity and lead to stronger accountability all around.

Achieving truly best-in-class collaboration takes both teamwork and technology. The right combination will undoubtedly lead to greater efficiency, better results and happier days. And who knows -- with better follow-up, you may even end up attracting those absentees or reducing the total number of remote meetings necessary in the long run.

After all, we all want fewer meetings.





COMMENTS



Enterprise Connect Orlando 2018
March 12-15 | Orlando, FL

Connect with the Entire Enterprise Communications & Collaboration Ecosystem


Stay Up-to-Date: Hear industry visionaries in Keynotes and General Sessions delivering the latest insight on UC, mobility, collaboration and cloud

Grow Your Network: Connect with the largest gathering of enterprise IT and business leaders and influencers

Learn From Industry Leaders: Attend a full range of Conference Sessions, Free Programs and Special Events

Evaluate All Your Options: Engage with 190+ of the leading equipment, software and service providers

Have Fun! Mingle with sponsors, exhibitors, attendees, guest speakers and industry players during evening receptions

Register now with code NOJITTEREB to save $200 Off Advance Rates or get a FREE Expo Pass!

November 1, 2017

Your customers (internal and external) demand that you offer them the ability to connect by any means. With the adoption of cloud communications tools you now have access to an expanded portfolio o

October 18, 2017

Microsofts recent Ignite event had some critically important announcements for enterprise communications. Namely, Microsofts new Team Collaboration offering, Teams, will be its primary communicatio

September 20, 2017

Customer experience can make or break your business. But how do you achieve outstanding customer service when you're dealing with outdated organizational structure, lagging technology, dated proces

October 23, 2017
Wondering which Office 365 collaboration tool to use when? Get quick pointers from CBT Nuggets instructor Simona Millham.
September 22, 2017
In this podcast, we explore the future of work with Robert Brown, AVP of the Cognizant Center for the Future of Work, who helps us answer the question, "What do we do when machines do everything?"
September 8, 2017
Greg Collins, a technology analyst and strategist with Exact Ventures, delivers a status report on 5G implementation plans and tells enterprises why they shouldn't wait to move ahead on potential use ....
August 25, 2017
Find out what business considerations are driving the SIP trunking market today, and learn a bit about how satisfied enterprises are with their providers. We talk with John Malone, president of The Ea....
August 16, 2017
World Vision U.S. is finding lots of goodness in RingCentral's cloud communications service, but as Randy Boyd, infrastructure architect at the global humanitarian nonprofit, tells us, he and his team....
August 11, 2017
Alicia Gee, director of unified communications at Sutter Physician Services, oversees the technical team supporting a 1,000-agent contact center running on Genesys PureConnect. She catches us up on th....
August 4, 2017
Andrew Prokop, communications evangelist with Arrow Systems Integration, has lately been working on integrating enterprise communications into Internet of Things ecosystems. He shares examples and off....
July 27, 2017
Industry watcher Elka Popova, a Frost & Sullivan program director, shares her perspective on this acquisition, discussing Mitel's market positioning, why the move makes sense, and more.
July 14, 2017
Lantre Barr, founder and CEO of Blacc Spot Media, urges any enterprise that's been on the fence about integrating real-time communications into business workflows to jump off and get started. Tune and....
June 28, 2017
Communications expert Tsahi Levent-Levi, author of the popular BlogGeek.me blog, keeps a running tally and comprehensive overview of communications platform-as-a-service offerings in his "Choosing a W....
June 9, 2017
If you think telecom expense management applies to nothing more than business phone lines, think again. Hyoun Park, founder and principal investigator with technology advisory Amalgam Insights, tells ....
June 2, 2017
Enterprises strategizing on mobility today, including for internal collaboration, don't have the luxury of learning as they go. Tony Rizzo, enterprise mobility specialist with Blue Hill Research, expl....
May 24, 2017
Mark Winther, head of IDC's global telecom consulting practice, gives us his take on how CPaaS providers evolve beyond the basic building blocks and address maturing enterprise needs.
May 18, 2017
Diane Myers, senior research director at IHS Markit, walks us through her 2017 UC-as-a-service report... and shares what might be to come in 2018.
April 28, 2017
Change isn't easy, but it is necessary. Tune in for advice and perspective from Zeus Kerravala, co-author of a "Digital Transformation for Dummies" special edition.
April 20, 2017
Robin Gareiss, president of Nemertes Research, shares insight gleaned from the firm's 12th annual UCC Total Cost of Operations study.
March 23, 2017
Tim Banting, of Current Analysis, gives us a peek into what the next three years will bring in advance of his Enterprise Connect session exploring the question: Will there be a new model for enterpris....
March 15, 2017
Andrew Prokop, communications evangelist with Arrow Systems Integration, discusses the evolving role of the all-important session border controller.
March 9, 2017
Organizer Alan Quayle gives us the lowdown on programmable communications and all you need to know about participating in this pre-Enterprise Connect hackathon.
March 3, 2017
From protecting against new vulnerabilities to keeping security assessments up to date, security consultant Mark Collier shares tips on how best to protect your UC systems.
February 24, 2017
UC analyst Blair Pleasant sorts through the myriad cloud architectural models underlying UCaaS and CCaaS offerings, and explains why knowing the differences matter.
February 17, 2017
From the most basics of basics to the hidden gotchas, UC consultant Melissa Swartz helps demystify the complex world of SIP trunking.
February 7, 2017
UC&C consultant Kevin Kieller, a partner at enableUC, shares pointers for making the right architectural choices for your Skype for Business deployment.
February 1, 2017
Elka Popova, a Frost & Sullivan program director, shares a status report on the UCaaS market today and offers her perspective on what large enterprises need before committing to UC in the cloud.
January 26, 2017
Andrew Davis, co-founder of Wainhouse Research and chair of the Video track at Enterprise Connect 2017, sorts through the myriad cloud video service options and shares how to tell if your choice is en....
January 23, 2017
Sheila McGee-Smith, Contact Center/Customer Experience track chair for Enterprise Connect 2017, tells us what we need to know about the role cloud software is playing in contact centers today.