In modern companies we see that over 75% of users in a meeting have a connected device and in 1 out of 4 meetings the participants are remote present. Due to the nature of the modern meeting setup the attendees are only actively engaged for 30%, so your company is loosing money, time, involvement and is not optimal efficient. But there is a solution, the visual workplace.
Collaboration, in the past, meant that planned meetings took place in meeting rooms and were often very disperse from other departments. It often took a long time before a new topic came on the agenda, progress was slow, no real-time data was present and follow-up meetings could take weeks.
The use of more real-time collaboration is nowadays common for most companies. The meetings take place when needed and modern tools like videoconferencing, webmeetings, electronical whiteboards, wireless presenting tools , chat, etc. are used to inform the right audience with the right information.
Additionally the internet culture has moved companies in a customer-obsessed business, the silo’s are gone and cross-functional teams are set in place. The faster your company can execute the more quickly you will win customers and the more effectively you compete against disruptors. The cloud also created new opportunities to have all the information at your hand.
Despite the electronic tools we have right now, there is still the static content in this whole process. Notes are taken, task lists maintained, and, if you are lucky, the updates are done real-time in a shared environment which can be accessed by all attendees from all places. However, the moment you leave a (virtual) meeting room, your notes, sheets, opened reports/websites, filled whiteboards etc. with interesting information are just gone. Not really of course, but written down or stored somewhere for your next meeting.
And here the problem arises: your next meeting has to start from scratch in a clean meeting room, filling the whiteboard, opening the necessary websites/reports, connecting the audio/video sources which takes time and is not efficient at all.Activities of a meeting process
|Tasks||Content Setup||Iterate||Alligment||Show results||Exchange information||Acces info quickly||Involvement|
|Activitities/Tools||Any Place, any Time||Pre- and post session capture||Ongoing review||Dynamic presentation||Access to notes/decisions/tasks||Persistent data||Passive|
|Any Device, Any Connection||Consensus building||Strategic planning||Compelling storytelling||Follow-up actions||Visual project repository||Active|
We live in a visual orientated time and preparing a meeting upfront with old data (at least not real-time) is not effective. The need to enhance your collaboration experience even more would create an optimal momentum for your company,
Using a visual workplace tool, on top of your existing collaboration experience, will give you the competitive edge of having all the information available at any time you start a meeting, no more time waste with searching for files, connecting audio/video sources, getting the latest numbers from your sales and production systems on the screen and no worries on which devices are used or where the attendees are working.
The visual workplace tool combines all the parts of the collaboration experience lifecycle and connects all the sources in a universal view.
The concept of the visual workplace is that not only real-time audio/video is present in the current collaboration setup, but also data-sources are dynamically integrated, updated and presented at any time and place. The moment you enter a visual workplace, it is like you just walked back in the meeting room after a short break. All the audio and video sources are present, the electronic whiteboards, the sheets, the real-time data, access to the CRM system, to-do lists, they all are visible at once and updated in the background.