If you've been a faithful reader of Effective Meetings.com, you've probably
received many tips on how to improve your meetings. Somewhere in all this advice,
you may have heard of the latest and greatest software products that implement
effective-meeting processes electronically.
What Is an Electronic Meeting Process?
An electronic meeting process guides you through the various meeting stages
using meeting productivity software. This software is designed to assist with
the preparation and follow-up stages of your meeting as well as the meeting
How Can It Help Me?
probably already writing an agenda and distributing it to your team. Most meeting
productivity software take this process one step further and allow you to store
meeting goals, agenda items and relevant files in an electronic workspace. This
workspace can then be sent to participants via e-mail to review prior to the
During an electronic meeting, you can access the meeting workspace to go through
agenda items, goals and attached files. Some meeting productivity software also
has timers that help guide you through your agenda items, ensuring that the
meeting stays focused and on schedule.
For those of you who've been in meetings where decisions are made yet no one
is held accountable, electronic meetings offer a solution. Typically an area
is reserved within the meeting workspace to record all of the decisions being
made, the tasks assigned and their deadlines. Some meeting productivity software
even allows for the assigned tasks to be integrated into the task feature of
your e-mail system. At the end of your meeting, the electronic workspace with
a complete record of decisions tasks can be e-mailed to participants, eliminating
the need to take and distribute minutes.
Benefits of Electronic Meetings
By implementing an electronic meeting process, actual meeting time can be reduced
by approximately 50%. If productivity improvements weren't enough, consider
the other benefits of covering an electronic meeting using meeting productivity
|| all meeting materials are housed in one location
|| decisions and tasks are recorded, ensuring accountability
|| permanent records of meeting files are kept
|| past meeting files are easily accessible
|| all meeting workspaces can be kept private and secure
Could It Work for Us?
If you and your team meet on a regular basis, you're candidates for meeting
productivity software. For teams that generate and share information, need to
easily follow-up on tasks and strive to make more efficient use of their time,
electronic meeting processes offer another great way to make meetings more effective.
1. Meeting and Convention 2000 Meeting Market Report