Quick Start Guide
ShorterBetterMeetings is an employee driven engagement solution that will highlight ongoing ineffectiveness (low productivity) in meetings as well as the specific Performance Factors that can be addressed in order to quickly increase Overall Meeting Effectiveness (OME). Here are your five simple steps to Shorter Better Meetings;
(1) An individual registers and creates a User Group (Users can be added or deleted at any time using the Icons at the top right of the User Group data box, with up to 20 Users per User Group) or is invited to Join an existing User Group. Please note that the default setting is that Users can be added on any email domain but the optional "Control User" function enables a restriction to be put in place allowing the addition of new Users with only defined/restricted email domains e.g. your company email domain(s) only.
(2) When members of a User Group are invited to a meeting using your usual meeting scheduling tool (NB we will never ask you for your Outlook/Google Username or Password details) the system is invoked so long as someone also added firstname.lastname@example.org as a "spoof" meeting attendee. The meeting organiser or any other attendee can add email@example.com as a meeting attendee.
(3) After the scheduled end of the meeting all registered members who attended the meeting are sent an email inviting those individuals to complete the very quick Post Meeting Survey. Alternatively Users can at any time sign-in to their account and complete any outstanding surveys (which remain available for 48hrs).
(4) The Post Meeting Survey Data (which is always submitted 100% anonymously) contributes to the ongoing analytics as displayed to all Users via their Dashboard (logged-in) page. The Data that is generated is the average of all data from all Post Meeting Survey respondents on a meeting by meeting basis e.g. if three attendees rate the Overall Meeting Effectiveness (OME) as 3, 4 & 5 respectively then the OME for that meeting is 4.
(5) The Dashboard analytics will demonstrate whether Overall Meeting Effectiveness (OME) trends are seen to be lower than desired (from 1-10) over time and highlight the specific Performance Factors that can be addressed in order to increase Overall Meeting Effectiveness e.g. 50% of meeting do not have an agenda, 45% of meetings are seen to be too long etc. Address these highlighted issues and Overall Meeting Effectiveness will rise over time and you will be enjoying fewer and ShorterBetterMeetings. Click here to see example Dashboard Analytics.
This short User Guide shows you how to sign up and use the ShorterBetterMeetings solution and outlines the key functional elements. Please also see our FAQs
How to Register;
Please go to FREEMIUM sign-up. Being a Freemium (Free) solution no credit card or payment details are required
If you have been invited by an existing User to join a User Group then you will now have been added to that User Group (having followed a link to join and having now registered). Alternatively if you have registered but have not been allocated to an appropriate User Group then please ask an existing User Group member to invite you to Join a User Group. This is done via the Invite Colleague function on the Dashboard page which is also where you will see yourself as a member of your User Group(s) along with colleagues who are also registered User Group members. Users may be added and deleted from User Groups at any time via the two Icons to top right of User Group details box. New User Groups can be created at any time and Users may be a member of up to 5 User Groups. There can be up to 20 Users/Members of any one User Group.
If you are the first User and intend to set-up a new User Group then please sign-up, go to the Dashboard Page (logged in) and go to "Create User Group" in the left hand navigation. Then invite the first set of Users by going to the Icon at top right of the User Group field and inputting their email addresses as indicated. NB it might save you time, particularly in Outlook, to create the contact list of emails in your email browser and to then copy and paste into the box as indicated.
The Dashboard Page is where you see most of the key ongoing Analytics and where you can visit Settings and also create and amend User Groups.
There are two key sets of analytics in the Dashboard Page. First is Overall Meeting Effectiveness or "OME". Users are asked to complete the Post Meeting Surveys and asked to score each meeting from 1-10 in terms of the effectiveness of the meeting in achieving formal or informal objectives. The average of all Users' OME scores is the overall score for that meeting and the OME chart demonstrates rising or falling perceived Overall Meetings Effectiveness (OME) over time. To the top right of the OME chart you will see “Date Range” and you can user this function to look up different timeframes e.g. one week, one month, 3 months etc.
If you are a member of more than one User Group then you will see OME across all User Groups of which you are a member and there will almost certainly be a variation in OME by User Group. Towards the top right hand side of the OME Chart you will see tick boxes to enable you to select User Groups to review.
The top half of the Dashboard Page looks like this - displaying Overall Meeting Effectiveness (OME) over time (change date range using the drop down at top right of chart);
And to the bottom of the Dashboard page you will see the "Performance Factors" which, again, are driven by the Post Meeting Survey Data as provided by User Group members. These are the factors that are most likely to be contributing to sub optimal effectiveness in meetings. The Performance Factors are listed in the order of the most significant issues arising e.g. 50% of meeting do not have an agenda, 45% of meetings are seen to be too long etc.
Address these highlighted issues (Performance Factors) and Overall Meeting Effectiveness will rise over time and you will be strat to enjoy fewer and ShorterBetterMeetings.
The Performance Factors to adress (bottom half of Dashboard page) may look like this:
In the left hand navigation on the Dashboard page you will see "User Groups". Click here to review your User Groups and to see the members of each User Group. You will be able to add New Users (Invite New User) and Set-Up New User Groups. Please also see Control User explanation below. Please use the Icons in the top right of each User Group box to add or remove Users.
You may wish to have an "IT User Group", a "Marketing" User Group etc. You can have a maximum of 20 members per User Group. No doubt there will be cross over where many Users are members of more than one User Group.
We have developed Dominant User Group functionality to allocate the Post Meeting Survey Data to whichever User Group is most heavily represented in any one meeting, so that if a meeting has 5 attendees from the "Marketing" User Group and 2 from the "IT" User Group then the Post meeting Survey data will be allocated to the Marketing User Group (and not also duplicated to the IT User Group). This is therefore seen as a "Marketing Meeting". Data is allocated to any User Group represented by 35%+ of the registered meeting attendees and may be duplicated across more than one User Group as appropriate. If there is no dominant User Group then the data is duplicated across all User Groups associated with the User Group Members attending the meeting.
The User Group Info page looks like this;
Other Dashboard elements;
- The "Target Line" allows you to set an OME Target. You may be achieving an OME of around 5, but the objective should be to exceed a trending OME of 7 or 8.
- Overall Meeting Effectiveness (OME) by “Channel” allows you to compare OME by meeting type i.e. meetings held face-to-face vs online or as a combination of the two. You can view this analysis across all of your User Groups, but it is best to review one User Group at a time.
- Time "Spent in Meetings" analysis demonstrates how many hours individuals have spent in meetings and total hours per User Group. Multiple the hours by an average cost per hour to see just how expensive meetings have been.
- "Surveys" shows any outstanding Post Meeting Surveys for completion. Registered Users receive an email request to complete Post Meeting surveys but alternatively can log on to do so. Surveys remain available in relation to each meeting for 48hrs post meeting.
You will find various options under "Settings" (navigation on the left hand side of the Dashboard Page) e.g. "Opt out of receiving Post Meeting Survey" – this may be useful where an individual User Group member wishes to see ongoing data but does not wish to complete surveys, however it is important to note the greater the number of active and engaged employee participants you have then the greater the impact and overall value of the ongoing data analytics. Don’t Opt Out!
Finally, there is the Control User Function (Optional).
Any User (and any number of Users) within a User Group can choose to become a "Control User" where Control Users have the option to invoke certain settings;
1. The default settings allows New Users to be invited and included on any email domains. However the Control Users can choose to restrict Users to those Users with only defined email domains - several domains per User Group e.g. gmail, xyzCorp etc.) where it may be preferable to restrict Users to chosen defined or internal email domains.
2. The default settings allow all Users to invite New Users to a User Group. However the Control User may choose to take control of adding new Users. If this option is invoked then all non-control users now lose the ability to add new users to the User Group - only the Control User can now add/invite new Users (NB all Users remain able to remove themselves from a User Group, but Control User has the third functional option to also restrict this - this is not recommended!). Other Users may elect to also become a Control User and all Control Users are highlighted within the list of User Group Members.
Control Users should remember to always "Save Set" (using button at botttom right of screen) when invoking these functions.