Frequently Asked Questions (FAQs)
In addition to the FAQs below, please also see our Quick Start Guide or contact us at any time here email@example.com
Remember, you need to register and create User Groups and then add firstname.lastname@example.org as a “spoof” meeting attendee. This then invokes the system and means that all registered Users who ae attending the meeting receive the 10 second Post Meeting Survey. Survey completion builds the Overall Meeting Effectiveness trends and highlights ongoing causes of ineffective meetings. Address the highlighted issues and you are on your way to Shorter Better Meetings.
1. How do I create a User Group and Start to Improve Effectiveness in Meetings?
Register and log in to your account. In the left hand navigation go to Create User Group. Simply add the email addresses of the colleagues you wish to invite to join the User Group and name the User Group (e.g. “Sales”). These colleagues will then accept or decline your invitation. You can add or remove colleagues from User Groups at any time (as can all members but see FAQ 4, below).
Add all Users who might usually participate in your meetings (probably 10 to 20 individuals and 20 is the maximum number of Members for any single User Group). You can set up multiple User Groups so that you can compare meeting effectiveness over time between User Groups e.g. “Marketing” vs “IT” User Groups etc.
Once a User Group has been initially created you can go to “Invite a Colleague” at any time in order to add additional new users.
Every time you schedule a meeting and include email@example.com as an added meeting attendee the system will recognise attending User Group Members and send them the Post Meeting Survey. The average of all the survey data is allocated to the relevant User Group and the analytics become available to see on all User’s (logged in) Dashboard page. You can and probably should be a member of more than one User Group (see FAQ 6, below).
2. Is my response data always 100% anonymous?
Yes. Always. Only aggregate data is displayed and your individual survey response data is never known to any third party. In your own account you, and only you, can see your Individual Overall Meeting Effectiveness trend which shows you whether you personally see meetings to be more or less effective over time than the average Overall Meeting Effectiveness (OME) scores (see FAQ 8 for more info).
3. Can I restrict Users by email domain?
Yes. Any one in a User Group can become a “Control User”. We do not restrict Control Users (unless you ask us to) because or solution is democratic and employee driven. If you wish to restrict users to those on an internal email domain then you can do so by going to Settings (bottom of left hand navigation in logged in area) and then scroll down to User Group settings. You can choose to be a Control User of selected User Groups and invoke Control User functionality as desired. If you wish to be the sole Control User then please ask colleagues to not choose to become a Control User (or contact us).
4. What Can the Control User do that others cannot?
Any User Group Member can opt in to be a “Control User” (please see note above). As a Control User you can restrict Users to those registered with defined (internal) email domains. You also have the option to (a) prevent other non-Control Users from opting out of User Groups and (b) have control over User Group formation (non-Control Users cannot invite colleagues to join User Groups). We do not recommend use of either function. We believe in Employee Driven Engagement. Not top down Control. A wealth of evidence supports us in this in that Employee Driven Engagement and collaboration is the most effective means of boosting job satisfaction and organisational productivity.
5. Who can be a Control User
Any User Group Member. Please see the comments in 4, above. Contact us if you need an alternative approach.
6. How is PMS survey data allocated to User Groups?
We allocate data to the Dominant User Group, this being the User Group or User Groups that are most represented in a meeting. If 30% or more of meeting attendees ae members of one User Group then the Post Meeting Survey response data is applied to that User Group. So in a meeting of 6 people where three attendees are a member of one User Group (e.g. Marketing Dept.) and the remaining three attendees are not User Group members or are members of three different User Groups then all Registered Users attending are sent the Post Meeting Survey but the data is applied to the “Marketing Dept.” User Group analytics. Our reasoning being that this is a “Marketing Dept. Meeting”. There may be more than one Dominant User Group represented in the meeting, in which case the duplicate data is applied to more than one User Group. If there is no Dominant User Group (e.g. 5 meeting attendees from 5 different User Groups (e.g. one from each of IT, Sales, Marketing, HR and Finance) then the data is applied across all 5 User Groups associated with the 5 attendees.
7. Why is your solution Free?!
We will never share your data with any third party but in due course we will make suggestions about additional carefully selected best-of-breed engagement driven productivity tools that we think may be of interest to you. We may earn commission if you or your company decides to contract with one of our recommended third party solution providers. We will also undertake bespoke projects and offer consultancy services relating to improving productivity via best practice in employee driven engagement. Feel free to contact us at firstname.lastname@example.org
8. What is Individual OME?
Individual OME shows you (and you only) how your OME scores over time compare to the whole User Group OME (i.e. the average of all other user Groups OME scores over time). It may be that, over time, you rate meetings more or less effective than your colleagues. In which case perhaps ask yourself why?
9. Why can I not register and request to “Join a User Group”?
This is a data and privacy issue. We cannot support a system where prospective users can search for existing users. If we allowed that then we would effectively be making users emails public. Shout across the office and ask an existing User to invite you to join a user group. Or set up a new User Group and invite colleagues to join you.
10. What happens if I cancel a meeting that I had previously scheduled or agreed to attend?
You will still receive the Post Meeting Survey request. Either click on “I did not attend this meeting” or ignore. This request will expire after 48 hours if not completed (it will no longer show up in “Surveys to Complete”.
11. What is OME?
OME is Overall Meeting Effectiveness. After a meeting we ask User Group members to rate the effectiveness of the meeting from 1-10. The average of respondents’ scores is the (average) OME for that meeting. Most User Groups will start at an OME of 3-4 but should be targeting 7-8.
12. How do we make meetings more effective?
Keep collaborating with colleagues via ShorterBetterMeetings and you will generate data that highlights the issues that cause ineffective meetings (we call these Performance Factors). You may find that your particular User Group has a tendency to not have an agenda (or at least fails to carefully define meeting objectives). Or objectives are defined but all too often you stray on to other topics (which invariably means the wrong people are now in the meeting). Look at your dashboard analytics and see which issues are highlighted – and address them!
The key elements of meeting discipline are simple enough;
- The meeting must be well led.
- Objectives must be defined (preferably via an agreed agenda, even if there may only be one or two items on the agenda).
- Attendees must have had a chance to prepare for the meeting.
- Stick to the meeting objectives.
- Have the right people in the meeting (as few as possible).
- Keep it as short as possible!
Please feel free to contact us at email@example.com