SD Voyager Magazine Interviews MeetingSense Founder

SD Voyager Interviews MeetingSense Founder Hannon Brett

Check out Hannon Brett’s short, fun interview with local San Diego online magazine SD Voyager!

Join Us for The Salesforce.com Quip Keynote!

The Salesforce.com Quip Keynote is Almost Here!

MeetingSense can’t wait to watch all of the exciting news and information given by Quip Founder Bret Taylor and the Quip Team at their Dreamforce ’17 Keynote!

Watch online @ 3PM-4PM PST: https://www.salesforce.com/video/1577661/

MeetingSense In The News

Read the public press release here: http://www.prweb.com/releases/2017/11/prweb14890363.htm

MeetingSense Software Announces Plans for Suite of Live Apps for the Quip Collaboration Platform, Empowering Companies to Structure Meeting Agendas, Manage Action Items, and Instantly Embed Live HD Video into Any Quip Document

Businesses can collaboratively manage meetings, optimizing business productivity

San Diego, November 7, 2017– MeetingSense Software Corporation, a hosted collaborative software solution for optimizing meeting productivity, today unveiled plans for a suite of Live Apps available on the Quip Collaboration Platform, a cloud-based platform that enables teams to collaborate, create and deliver work together, faster. The suite of MeetingSense  Live Apps will seamlessly add structure, embed best practices, and empower users to fix meeting inefficiencies, ensuring successful team interactions and meeting outcomes.

MeetingSense HD Video Live App Key Features

The MeetingSense HD Video Live App instantly transforms virtual meetings into an immersive face-to-face experience. With a few clicks, users can easily add HD Video conferencing into any Quip document. Users appear in split screens, ensuring every participant is seen and heard.

MeetingSense Meeting Agenda Live App Key Features

The MeetingSense Agenda Live App helps users add clarity, simplicity, and process to the meeting environment. Users can easily enhance meetings with goals and agendas that are clearly identified and specify an owner and time, keeping everyone on task and empowering all users to collaboratively create and manage agendas that drive the most successful meeting outcomes possible, directly within Quip

MeetingSense Action Item Live App Key Features

The MeetingSense Action Item Live App empowers users to easily assign, track, and manage action items within Quip to ensure what is decided in meetings translates into action. The Action Item Live App converts in-meeting discussions into quantifiable post meeting actions that make every meeting matter.

Comments on the News

“The Quip Collaboration Platform is an ideal, flexible ecosystem that will incorporate optional real-time user interaction and important meeting best practices. The MeetingSense capabilities will empower every user to add best practices and structure to any meeting with any Quip document,” said Hannon Brett, Founder, MeetingSense Software. “Having the ability to instantly add Live HD Video conferencing, format meeting agendas, and manage action items to any Quip document will provide users with the tools necessary to conduct successful meetings.”

“Teams need the right apps and tools embedded where they work,” said Patrick Moran, Chief Customer Officer, Quip. “Opening up Quip to our partner ecosystem is a huge milestone, enabling our partners to extend their expertise into the Quip Collaboration Platform, creating a customized collaboration solution for every Quip customer.”

Availability

MeetingSense Live Apps and Quip Professional Meeting Templates will be available on the Quip Collaboration Platform in the first half of 2018. Learn more about MeetingSense Pro: http://www.meetingsense.com/mspdf2017pr/

About MeetingSense Software Corporation

MeetingSense, Inc. is on a mission to change the way the world does meetings by empowering businesses to maximize their return on meeting time, technology, and data ensuring every meeting, regardless of size, scope, or subject, leads to successful action. MeetingSense Software Corporation is a venture backed startup in 2006 by former IBM, Macromedia, and BT management to address the emerging need among today’s businesses for a simple but effective way to manage the meeting information that makes business tick.

About Quip

Quip, a Salesforce company and cloud-based collaboration platform, enables teams to create and deliver work together, faster. Combining documents, spreadsheets, apps and chat with live CRM data in a modern way. Quip delivers a central hub to create, collaborate and get better work done. Built mobile-first, Quip breaks down communication barriers and silos enabling every business to collaborate online, offline and from any device. Leading brands including 21st Century Fox, Diageo, Electronic Arts and Facebook have turned to Quip to increase collaboration, productivity and innovation. On average Quip users experience 43 percent less email, 38 percent less meetings and are able to complete projects 37 percent faster in Quip[1].

Salesforce, Quip and others are among the trademarks of salesforce.com, inc.

# # #

[1] Quip Customer Relationship Survey, 2016

MeetingSense a VIP Partner @ Dreamforce 2017!

MeetingSense Software is very excited to be one of only ten VIP Partners invited to Salesforce.com’s Dreamforce ’17 in San Francisco this week!

We’ll be blogging updates and exciting news from Dreamforce all week. To join in the fun and watch some of the exiting action streaming LIVE, check out the official Dreamforce site: https://www.salesforce.com/dreamforce/

MeetingSense CEO Shane Dalton even won $500 at the Keynote this morning! Great work Shane!

Don’t forget to follow us on LinkedIn, Twitter, Facebook, and Instagram for even more updates!

Use Your Agenda Items as Headlines in Your Meeting Notes

Today’s Meeting Productivity  Tip (September, 27th 2017): Use Your Agenda Items as Headlines in Your Meeting Notes

Save time, stay organized, and ensure that you cover everything important in your meetings

I always use this simple but powerful little trick to keep my meetings (and participants) organized and on track. Once you’ve constructed a strong, focused agenda and sent it to your meeting attendees ahead of time, just use that agenda (with any changes/tweaks that came about before the meeting) as a template or Table of Contents (TOC) for your notes.

You can use your agenda verbatim or paraphrase, just make sure that you can visually link each agenda item in your notes easily. The important thing is that you know exactly what subjects, and thus notes, you need to capture for this meeting. There won’t be any forgotten topics or lost/hard to find information in your post meeting minutes.

Here’s a great example of using an agenda as your template of TOC for your meeting:

Agenda as a meeting notes TOC

 

In MeetingSense Pro you can also do this with the click of one button. At the end of your WebCapture Notes Pod Toolbar, you’ll see a button called “Import Agenda”. Click that button and MeetingSense will automatically import your agenda (assuming you have one) into your notes pod as headers. That’s it!

Import Your Agendas

Use your agenda as a notes TOC in one click!

 

 

 

 

 

That’s it! Give it a try in your next meeting and see how much more productivity you squeeze out of your interactions and communication. Have great meetings today.

Capturing Action Items in Your Fast-Paced Meetings Is Quick & Easy

Meeting Tip (September, 16th 2017):  MeetingSense Pro offers a few simple ways to assign action items during any type of meeting

Meetings can be hectic and fast-paced affairs. No one is going to stop or slow down to make sure you’ve captured all of the right information, you’re just expected to get it all, and get it all right. Having the right tools can make all the difference between get everything your teams needs, and missing an important point.

Once you’ve launched MeetingSense WebCapture to help capture all of the critical information being shared in your meeting, there are a couple efficient ways to ensure you assign all actions covered. All WebCapture pods were designed to help you most effectively record the right information.

To Assign Action Items within MeetingSense:

From the Action Item Pod

  1. Click the “+” button to the top right of the pod
  2. Fill in all of the appropriate information
    1. ONLY a title is mandatory if you’re in a rush
    2. Add a title that will help you remember what this Action Item is, then you can come back later and gill in the rest later
  3. Click Save and Close, or Save and New if you’d like to immediately create another Action item

MeetingSense - Create a new action item

 

Drag & Drop from Your Notes within MeetingSense

  1. Highlight a line of text you’ve already typed into the Notes pod and drag it down into the Action Item pod
  2. This will automatically create a new Action Item with the dragged text as the subject
  3. Then fill in any additional details, or simply click save and close, or save and new

Click and drag capture abilities with MeetingSense

When meetings are fast and non-stop having a way to quickly and easily assign Action Items is critical. MeetingSense Pro provides a couple simple ways for ensuring that you’ll never miss another Action Item in the middle of a meeting.

Have great meetings today!

Save on Meeting Set Up Time with Pro Agenda Templates

MeetingSense Pro Agenda Templates Save You Meeting Set Up Time


This Week’s Meeting Tip (September 7th, 2017) – Creating a few meeting agenda templates ahead of time allows you to easily pick-and-go when scheduling your meetings

Adding clear concise meeting agendas to every meeting invite will help you and your participants start your meetings much more efficiently, while ensuring that everyone stays on task to be much more productive in the meeting. (read an article about creating the best agendas possible)

So, do you have to create an agenda for every single meeting you schedule?

MeetingSense Pro allows you to create “Agenda Templates” once, and then simply pick an agenda from a drop-down list in your MeetingSense Microsoft Outlook invite pane for each meeting. Creating and using Agenda templates will save you 5-10 minutes for every meeting you schedule.

Here are the simple steps for creating Agenda templates for Outlook and from your Dashboard:

From Outlook MeetingSense Pane:

Note: You must have the MeetingSense Pro Outlook Toolbar and Pane installed first. If not, get yours here now: http://www.meetingsense.com/outlook/

  1. Schedule a new meeting from Outlook like you always do
  2. When the new invite opens, you’ll see the MeetingSense Pro pane of the right
  3. Fill in a goal if you’d like
  4. Then, simply start typing in the Agenda you’d like to save as a template
  5. Use one Agenda Item per line, do not add a dot or number, this will be done automatically
  6. Once you have completed the Agenda you’d like to save, check the “Save as new Agenda” box and name your template
  7. Ensure that you name your template something you’ll recognize and associate with this agenda for later
  8. Send the meeting invite when finished
  9. The next time you go to schedule a meeting using the MeetingSense Pane, your new save Agenda template will be available from the dropdown box

Scheduling meetings with MeetingSense through Microsoft Outlook

 

From Your MeetingSense Pro Dashboard:

  1. Go to your MeetingSense Pro dashboard: https://mymeetingsense.com
  2. Click on the “Meetings” page https://mymeetingsense.com/meetings
  3. At the top right of the page, click the “…” button to access your Agenda and Conferencing templates
  4. Choose the Agenda Templates tab
  5. From the dropdown, choose the “New Agenda” option
  6. In the open text box, just start typing the first agenda point of the agenda you want to create
  7. Finish all of your Agenda points for this agenda
  8. In the box below, check the “Save as new Agenda” box
  9. Name your new agenda template and click save
  10. Your new Agenda template will now be available from the dropdown box when scheduling new meetings in Outlook (the MeetingSense pane) or on your MeetingSense dashboard

Create a new meeting agenda with MeetingSense

Creating meeting Agenda templates in MeetingSense Pro is quick and easy using either of the two methods outlined above.

Using Agenda templates will allow you to save 5-10 minutes of meeting set up every time you schedule a new meeting. Allowing you to pick from a pre-created list of agendas instead of typing them out for every meeting will make your life easier, and save you loads of time every week.

Have great meetings today!

 

 

How to Improve Your Company Meetings in 5 Easy Steps

By Hannon Brett, Founder MeetingSense Software Corporation

Having well-formed and properly thought-out meeting agenda is critical to starting (and finishing) your virtual or in-person meetings successfully. A well-constructed meeting agenda will also empower every attendee to positively impact the outcome of your meetings. Below, I outline how to setup and structure your business meeting agendas to ensure maximum return.

Research has shown that well-crafted meeting agendas help drive efficient meetings, keep things on track, and encourage more productive and successful meeting outcomes for everyone involved.

First, let’s cover the basics. Strong meeting agendas help meeting attendees:

  • Show up to meetings completely prepared
  • Understand the full scope of your meetings
  • Digest the context of each topic in its relation to the overall meeting (seeing the forest for the trees)
  • Properly manage the allotted time available wisely
  • Stay on topic as you progress through the meeting timeline
  • Ensure the meeting’s outcome ultimately drives the success of the team/project/business

My top 5 agenda-boosting tips to instantly improve your meeting efficiency and outcomes are…

 

1) Share Agendas with Participants as Early as Possible

To tease the most value and productivity out of your meeting (and your agenda), timing is everything. Sending a meeting agenda minutes before the meeting starts or handing out printed versions as the meeting kicks off is going to have the opposite effect intended, and will most likely lead to chaos, disorganization, and frustration for everyone.

The true reason for an agenda is to have everyone on the same page about what’s going to be covered, who is going to take the lead for each topic, and how long each topic should take to fully cover… before the meeting begins. Giving every attendee necessary time to think about how he or she can best contribute to each agenda item covered.

So, what’s the ideal time to send your meeting agendas? We’ve found that it’s best to share agendas at very least, 24 hours before the meeting is scheduled to begin. This helps your attendees fully read, digest, and, if necessary, provide feedback/input about the agenda itself. This will also give you time to integrate that important feedback and team additions into your agenda to make it as strong a final version as possible.


2) Use A Strong Agenda Template Title

If you use ‘meeting agenda templates’, that is, if you name agendas in order to reuse them for specific types of meetings, a good descriptive agenda title will help users understand the overall scope of the meeting’s focus.

Bad: Marketing Meeting

Good:  Tuesday Marketing Campaigns Meetings

As an example, you may use a specific list of agenda items for all of your cross-functional meetings, another set for review meetings, and yet another for group work meetings. Each agenda type or template needs to fit its intended use, and should be labeled as descriptively as possible.


Possible Meeting Agenda Type examples:

  • Cross-Functional Meetings
  • Development Scrum Meetings
  • 1:1 Information or Employee Review Meetings
  • Multi-Person Presentations

 

3) Choose Clear, Focused Agenda Items

Agenda items lay out individual focuses to be covered throughout your meetings topic-by-topic. You can have as few or as many agenda items as necessary, as long as they successfully guide you and your attendees through each topic, leading to actionable decisions and the intended delivery/consumption of the right information.

A good way to think about an agenda is a very basic outline of your meeting that highlights the important main points

Agenda items should always be descriptive and understandable in order to convey exactly what needs to be covered. You can also include who will lead the discussion of each item, as well as how much time is allotted for each item.

Having these three elements present in each Agenda item will help to ensure the most productive guidance towards successful meeting outcomes.

An example of the perfect meeting agenda is below:

Meeting Agenda

 

4) When Possible, Assign Each Person an Agenda Item

Some of the most effective agendas assign ‘owners’ to each specific item – especially for cross-functional or group participation meetings. Items that are owned and driven by the person responsible for that topic will drive the most value from that item when discussed with the team.

This person is usually responsible for speaking to that point or area, whether it’s his/her area of expertise or just the best person to ensure the topic is fully and completely covered.

Not all meetings require assigned agendas, but they do help when many varied topics are being covered by different attendees – a weekly cross-functional launch meeting would be a perfect example. Assigning agenda items is also a great way to ensure better use of precious meeting time regardless of the meeting type or topic.
 

5) Give Each Agenda Item a Time Limit (…and stick to it!)

The last critically important element of a great agenda is a time designation or time allotment for each item. This ensures that the meeting stays on track, and gives attendees a step-by-step time management guide throughout the meeting.

Pragmatically, agenda times better enforce meeting progression to ensure all topics are covered properly as intended.

Of course, these times can be altered while in the meeting to account for overrun or underrun, but providing attendees with some expected timelines for the agenda will ensure a much smoother transition from item to item, and will do wonders for keeping meetings moving productively through each topic.

Note: We’ve found that this element alone can greatly increase your meeting effectiveness and attendee efficiency, while eliminating tons of wasted time and/or unnecessary follow up meetings.

 

Improve the Efficiency of Your Meetings – In Summary:

Using the simple guidelines above when creating your corporate meeting agendas will help you better focus your meetings and attendees, and will ensure more successful meeting outcomes. When you schedule your next meeting, try the following and see if your meeting is more productive:

  • Put extra thought into wording each agenda clearly and descriptively
  • Socialize your agenda at least 24 hours prior to the meeting
  • Integrate team suggestions or additions into the final agenda
  • Assign each item to the best person to lead that topic
  • Allot each topic the right amount of time to be fully, but concisely covered
  • Enjoy much more efficient and productive meetings with more successful outcomes

 

Visit the blog for more meeting tips, tricks, and community collaboration: http://www.meetingsense.com/blog

MeetingSense Tips & Tricks

This Week’s Tip (August 30, 2017): Sorting Your Meetings Properly Will Help You Access the Information You’re Looking to Find Quickly!

Your MeetingSense Pro Meetings list is a quick and easy way to easily access upcoming or past meeting information in a couple clicks

Around the MeetingSense offices, we always say that Meetings aren’t just a snapshot in time, they’re an evolution of your information and communication. Thus, easily finding that important information when you need it most can be critical to doing your job well.

If your boss burst in to your office right now and asked about a meeting you had 3 weeks ago, along with the:

  • Agenda that was used
  • Meeting Notes
  • Action Items… and their current status
  • Any decisions that were made
  • All the files associated with the meeting
  • Who attended and who didn’t
  • Etc…

You’d probably be hard pressed to find all of that information easily or quickly in one place (or at all). Searching through sent emails, network folders, or even paging through a yellow pad to pull together all of the information from weeks ago is usually almost an impossibility.

To quickly and easily find all of you meeting information in MeetingSense Pro, follow these simple steps:

  1. Login to your MeetingSense Pro account: https://mymeetingsense.com/login
  2. Go to the Meetings page: https://mymeetingsense.com/meeting
  3. Use the Meetings List navigation elements to find your meeting
    1. Search – Simply type in a term and a relevant list of meetings will be returned in a list
    2. All Meetings Vs. My Meetings Filter – Filter your meetings list by all MeetingSense meetings in your dashboard or only the meetings you’ve scheduled or taken notes for
    3. Timeframe – Choose the timeframe you’d like to see
      1. Today
      2. Day
      3. Week
      4. Month
  4. Timeframe Navigation – Click the arrows to navigate backward and forward within the timeframe you’ve chosen, or click on the value itself (eg., Aug – if month was chosen) to bring up a calendar view to navigate
  5. List Sort – Your filtered list by:
    1. Start Date
    2. Organizer
    3. Subject
    4. Project
    5. Team
  6. List Ascend/Decent – Toggle to sort your list ascending or descending

MeetingSense Pro makes it easy for you to find any of your past Meetings, and then gain access to all of the critical information captured and managed for that meeting since it was conducted. All in a few seconds and a couple clicks.

Watch a quick and dirty screencast of the entire process here:  https://www.screencast.com/t/ljwrxS0qVi

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This Week’s Meeting Tip (February, 15 2017): Create MeetingSense Pro “Teams” to Keep Everyone and Everything Organized

Arranging people and meeting information under specific Teams will help you better manage your meeting world

In your MeetingSense Pro dashboard, Teams are simply a way to group or organize people and meeting information/objects together. Just as they exist in your corporate environment, your MeetingSense Teams help you maintain the same pathways of information and communication you use now.

Example Teams can include things like:

  • Marketing
  • Sales
  • Support
  • Program Management
  • R & D or Development
  • Executive Team

Once your MeetingSense Pro Admin has created your Teams in the Dashboard – he’ll add the correct users, you can then start adding the meeting information specific to that Team(s). This allows you to ‘segment’ or separate users and content just like they are today. Of course, you can also always allow Team ‘guests’ to view only the information you want them to see.

Learn more about Teams, in the MeetingSense Pro User Guide: http://www.meetingsense.com/userguide/#cat-5

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This Week’s Meeting Tip (February, 08 2017): Your Conferencing Information Can Save You Up To 10 Minutes Per Meeting!

Simply including the right conferencing information with your meeting invites can dramatically improve how your meetings start

How many meetings do you have that start late because one or more of your participants struggle to find and use the meeting’s conferencing information. Now, this might be ‘user error’, but it ends up being everyone’s problem.

Conferencing information and it’s improper use often ends up being the culprit that pushes meetings to start 5-10 minutes late. Everyone is trying to open the invite to get the information, did you format it correctly, are the numbers all correct?

Here are a few easy tips for ensuring that all your conferencing meetings start well:

  • Always include conferencing information with every (applicable) meeting invite
  • Ensure the formats and numbers are correct and easy to use
  • Include all aspects of the conference call for those on the web and call
  • Ensure that people know it’s going to be a conference call so they come prepared

That’s it. Sometimes it’s the little things that make a big difference, and trying these few easy tips can have a big impact on your meeting starts. Ensuring that the conferencing information for every meeting is easy to consume and utilize by your participants and you will instantly improve your meetings from start to finish.

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This Week’s Tip (February, 01 2017): Capture Every Critical Piece of Information in Your Meetings

Ensuring that all of your meeting information is captured, distributed, and utilized is a core component to making your meetings more successful.

Meetings tend to be a frenetic flurry of action. People providing their perspective, others presenting information, documents being shared, sub-discussions and arguments taking place, and everyone trying to accomplish the goal of the meeting while doing their best to stick to the agenda (hopefully).

In this environment information is being shared by multiple sources, usually quickly and without the ability to hit the pause button. Capturing all of this information can be difficult… but it’s not impossible.

The focus of any meeting note taker should be to:

  • Pick out the important tidbits of information being shared and add them to the notes
  • Jot down roll-call
  • Record any important decisions made
  • Assign all appropriate action items
  • And ensure that all shared files and documentation are available to the participants after the meeting when they’re needed

The best way to do all of these tasks is to ensure that you have a single, easy method for capturing all of this information as it’s shared. Even if you don’t use software to do this now, you can improve your meeting execution, and by doing so positively impact your overall meeting culture. Try these simple strategies for making notes capture more effective in your next meeting:

  1. Focus on capturing only the critical nuggets of meeting information, discard anything that’s not completely germane to a hard note/decision/action item
  2. Create and utilize a shorthand for capturing the core of points that can be enhanced or elaborated on after the meeting
  3. Capture all information in a single place/format that can  be easily distributed
  4. Clean up your meeting minutes before sending – After the meeting, clean up notes, add details, enhance decisions, and ensure all information is easy to understand
  5. Ensure the meeting’s goal is captured and delivered in the notes (if possible)
  6. Distribute the notes in as consumable a format as possible so that all information can be seen and used by all meeting participants (i.e., use commonly used formats)
  7. Make meeting minutes as actionable as possible. Provide all of the information needed for participants to USE your minutes
  8. Ask for feedback on your meeting minutes and constantly make incremental improvements

The meeting environment can be a difficult one to master, but by using some simple strategies to take better notes and then ensure their consumption and use, you’ll see dramatic improvement not only in your  meetings, but in your overall meeting culture.

If you don’t currently use a Meeting automation and management solution, check out MeetingSense Pro to see if it can work in your meetings.

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This Week’s Tip (January, 25 2017): It’s Easy to Add Users to Your MeetingSense Organization

Adding more users to your MeetingSense Organization is simple, even up to 100 at a time!

Meetings and Collaboration are all about sharing information together with the necessary group of people. Adding your colleagues, whether from within your company or from outside, is quick and easy from your MeetingSense Dashboard.

You can add users from two place in your Dashboard, the Admin page and the left-side Organization pane. Simple click the plus button on the Admin page, or the Invite Users button on the pane to open the invite new users dialog.

From here, you can either add each user individually, or use our bulk upload csv file (get it here: http://www.meetingsense.com/upload/) to up load up to 100 users at a time.

Of course with either method, you can always assign the proper rolls and permissions (publisher or not) and make sure everything is correct before you click the Send button to distribute all of your Organization invites from the system.

For a refresher on MeetingSense Pro Roles, visit: http://www.meetingsense.com/document/roles/

Adding users to your MeetingSense Organization will allow you to harness the true power of your meetings and collaboration. Thanks for joining us again!

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This Week’s Tip (January, 18 2017): Conduct MeetingSense ‘QuickMeetings’ for Non-Scheduled Spontaneous Meetings

Here’s How to Open/Start a Spontaneous MeetingSense ‘QuickMeeting’ from your Outlook Toolbar

Don’t have a meeting scheduled on your Outlook calendar but need to easily capture all of a spontaneous meeting’s information? Use your MeetingSense toolbars in Outlook

(or go to your online dashboard’s meeting page) and click the “QuickMeeting” option to open a ‘blank’ MeetingSense WebCapture meeting. Simply fill in all the meeting’s information and click open or start to begin your Quick MeetingSense meeting.

From here, you can just take notes, assign Action Items, jot down Decisions, or add files like a normal MeetingSense meeting. This way, all of the critical information you exchange in ad hoc meetings won’t be lost to the ether forever.

Try out a MeetingSense QuickMeeting today!

 

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This Week’s Tip (January 11, 2017): Creating a Simple Meeting Cost Calculator

As mentioned in last week’s tip, creating a simple meeting ‘cost clock’ or ‘cost calculator’ can greatly help you value your meeting time. Knowing the actual amount (or close to it) that you are costing your company each hour or minute can help you focus your meeting efforts. It can therefore, help you decide whether a meeting is indeed worth everyone’s time/cost or not.

Here are the basic questions you’ll need answers for to start:

  • Number of people set to attend (count the number of meeting invite accepts, not the total invite sent number)
  • How long is the meeting?
  • What is a ballparked average salary number for each level of attendee (manager, exec, individual contributor, etc…)

Once you’ve collated this information you can do the simple math using a format that you feel comfortable with.

As a sample, I’ve used the numbers below (salaries from the calculator linked above) and a spreadsheet to reach the desired result.

Here’s how my example turned out:

  • People attending: 5
  • The meeting will last: 1 Hour
  • Salary Calculations:
    • 1 X Executive: $223,543 X 1 (I used a CTO from Dallas Texas)
    • 2 X Managers: $110,250 X 2 (Channel Sales Managers in Dallas)
    • 2 X Individual Contributor: $93,247 (Marketing Managers in Dallas)

So, my quick spreadsheet example resulted in the following:

Just one meeting for a single hour, costs your company over $300 in this example! And that simple calculation doesn’t take into consideration any major additional costs like; all of the meeting follow up,  work you could be doing, any meeting running over, supplies used, opportunity cost of other work you could be doing, or just simple disruption of your workday.

Maybe $300/hour doesn’t sound like much for a company to spend, but when you start extrapolating that number out to longer meetings with more employees, a few times a week, and then across an entire year, the numbers get scary big very quickly.

The bottom line is, your time is very expensive and you should always seek to apply it as effectively as possible. Creating a simple meeting cost clock calculator to derive your ‘per meeting base cost’ can greatly help you focus that time to be as efficient and effective as possible with every meeting. It can also lead you to make better decisions about whether to have a meeting or not. Good luck (and have fun) making your own meeting cost calculator!

In the coming weeks we will be publishing a complex, full-company meeting cost calculator. Stay tuned for that!

Ps. Here’s a link to the simple example spreadsheet I used for this example as a base for creating your own: MeetingSense_Meeting_Calculator_Template

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This Week’s Tip (January, 4 2017): Do We Really Need This Meeting?

Our focused goal for 2017 is to help you make all your meetings the best they can possibly be! Join us here weekly for great tips and tricks to put you on that path.

In the first few days of any new year, we tend to look back and take stock. We want to see where we can make things better, be happier, make life easier, and become more successful. There’s no quicker way to improve on last year than to make your work life better. Here’s one great strategy to help in that endeavor…

Asking yourself one important question before each meeting you schedule or are asked to attend can greatly improve your team’s meeting culture.

“Do we really need to have this meeting?”

It’s that easy… but that powerful. Of course, you can ask yourself supporting follow-ups to solidify your choice. Questions like:

  • Can we achieve the desired goal or outcome with a quick group email?
  • How about a short visit to the would-be meeting stakeholders?
  • What is the goal of this meeting and does it really need a meeting (or meeting series) with all these participants?
  • Are the right people available and do we possess all of the information necessary to ensure that a meeting goal is definitely achieved?

While there are certainly bigger meeting issues that can be addressed, establishing whether a meeting is needed in the first place is a great exercise to help you focus on creating success from the very beginning. That and cutting out unnecessary meetings will:

  • Free you up to focus on getting important tasks done
  • Do the same for every participant that was going to attend your meeting
  • Empower your truly necessary meetings to be that much more focused and successful
  • Establish you as someone who respects and properly utilizes meetings (critical)
  • Did I mention that you’ll get a ton more work done!

That’s it! Try this simple strategy above to cut down on wasteful meetings to get much more work done and to dramatically improve the meetings you do have.

Next week, we’ll discuss creating a simple meeting cost clock (ballparked) to determine if you should have the meeting on a cost basis.

We’ll be posting tips throughout the year to help you make the meetings you decide you absolutely need more efficient, productive, and successful. Have a great first week of 2017!

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Last Week’s Tip (December, 14 2016): Start Meetings On-Time to Kickstart Your Productivity!

CBS News reports that corporate employees waste an average of 31 hours every month, or 48 work days a year, in poorly run meetings.

Starting your meetings on-time might seem like a small thing, but doing so can give your entire meeting lifecycle the boost it needs! Changing your culture to make this new behavior a focus will not only stop the annoyance of late starts, interruptions, and behind schedule agendas, but will set the tone for creating successful meeting outcomes every time.

Creating this culture of on-time meeting starts isn’t hard, you just need to establish some clear-cut rules that are always enforced. Achieve this and you’ll find your meeting attendees will be more likely to stay on track, meetings will end on time, and everyone will become more productive. This one change can have a profound impact on your team’s entire meeting culture.


Here Are Some Easy Suggestions for Starting Meetings On-Time:

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  1. Always ensure your meeting invites include a clear goal and concise agenda
  2. Provide any web or audio conference details in the body of your invites to eliminate searching
  3. Include any documents that are going to be shared/presented in the meeting
  4. Verbally reward those who show up on-time
  5. Constantly keep an eye on the clock – Start on time and stay on time
  6. Start every meeting on-time; set the example

Making these small but powerful changes to your meeting culture can have a ripple effect for your entire team. Not only will you become a meeting pro yourself, but your meeting attendees will also want to follow your lead and conduct well-run meetings themselves.

Try these six easy ideas in your meetings over the next couple weeks and see just how much of a productive impact these habits will have on your entire culture!

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Last Week’s Tip (December 7, 2016): Making Your Outlook Meeting Invites Work for You!

Microsoft Outlook does a great job of keeping businesses in meetings, but turning your meeting invites into a productivity engine isn’t as hard as you might think!

There are a few simple additions you can make to your invites to really boost their effectiveness and in-turn, dramatically increase the successful outcomes of your meetings.

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Make Your Meeting Invites Great Again:

  1. Add a meeting goal – ensure everyone is working towards a clearly stated end result
  2. Always include a detailed agenda – Get participants into the meeting knowing exactly what will be covered, and keep them on-track throughout the meeting
  3. List your conferencing information –  Make your conferencing information readily available so that there’s never the lost 5-10 minutes trying to get everyone onto the call or into the web conference

That’s it! Add those three little elements to every meeting invite and you will start every meeting much more effectively. You’ll also see your overall meeting productivity skyrocket.

Happy New Year from MeetingSense Software!

Happy New Year from the MeetingSense Software Family!

We here at MeetingSense want to wish you and your family the very best in 2017!

To help you continue to improve your meetings and meeting culture in 2017, we’ll be posting weekly tips and tricks, interesting industry related articles and posts, as well as other information to make your work life easier and more productive. Come back often to see what’s new, or sign up for our newsletter to automatically get informative and helpful content in your inbox twice a month and follow us on Facebook, Twitter, or LinkedIn.

To kick 2017 off with a bang, check out this great article posted by IT Contract Recruitment Entrepreneur Patrick Connolly, “10 Technology Business Ideas to start in 2017”: https://www.linkedin.com/pulse/10-technology-business-ideas-start-2017-patrick-connolly?trk=hp-feed-article-title-like

And don’t miss the “Bonus Content” section at the bottom, where we are honored to be mentioned by Andrew Hottes, the CIO of Campus Living Villages. Enjoy the great read!