introducing: MeetingSphere TM The Technology behind Better Meetings

Transcription

1 introducing: MeetingSphere TM The Technology behind Better Meetings Slide 1 of 20

2 Because it s time for better meetings!!

3 What is MeetingSphere? A comprehensive, yet easy-to-use software for the facilitation of quality meetings A framework for the creation of structured meetings using a range of powerful modules, i.e. presentation brain storming voting discussion action plan Scalable from single user to Enterprise level Software as a Service [Saas] or on-premise Slide 3 of 20

4 Which problems does MeetingSphere solve? Many meetings have become stale and lack quality outcomes Participants are not encouraged to actually participate Meetings are often dominated by a few individuals It is not easy for people to safely put forward their ideas Frequently meetings lack structure Virtual or online meetings are particularly hard Often there is no clear action plan Meeting Minutes are frequently forgotten Slide 4 of 20

5 Section title Which types of meetings can be facilitated? Regular Team Meetings Distributed Workshops Conferences & Events Change Programmes Risk Management Business Continuity Project Reviews Proposal Development Examples of specific uses in the Public Sector & Police Cold Case Murder Reviews Case debrief and Learning Safeguarding Children Case Review Critical Incident Management Collaboration between forces [e.g. Civil Defence, Fire Service, Police] Slide 5 of 20

6 Which problems does MeetingSphere solve? Slide 6 of 20 Every business problem is an opportunity and few come bigger than poor meetings. Who hasn t suffered from poor meetings? MeetingSphere is technology that makes meetings much better for both the host and participants. Offered as Software as a Service, MeetingSphere is available to use immediately It scales from a single business individual (one meeting host) to an entire multinational company (thousands of meeting hosts) It is designed for face-to-face and virtual meetings, and even supports meeting preparation and follow-up actions. The ROI is as high as the number of hours you and your staff waste in "poor" meetings. You can do the maths!

7 Who is using MeetingSphere already? Herts Police Slide 7 of 20

8 What our customers say By using MeetingSphere in our cross-agency cost reduction workshops we re working quickly and efficiently to generate groundbreaking cost saving ideas. Crucially, the depth of consultation with the agencies involved creates the type of buy-in really needed to successfully implement difficult decisions. Amy Freeman, NHS Programme Manager From the outset by working with MeetingSphere, we ve seen superior results from a range of complicated and difficult collaborative engagements. We re convinced that this approach has a broad application in modern Policing." Chris Miller, Act. Asst. Chief Constable Hertfordshire Constabulary UK Conference calls are a very expensive but necessary tool. Since we started using MeetingSphere, we have discovered a dynamic way to generate real engagement and discussion on those calls. In our last session, we generated over 200 ideas, voted and sorted them in 90 minutes. That s a powerful use of the team s time. Ron Crean, Commercial Director HIS Geospatial & New Ventures Slide 8 of 20

9 What are the core modules of MeetingSphere? Present Brainstorm Discuss Vote and Prioritise Action Plan Report Slide 9 of 20

10 Section title What are the core modules of MeetingSphere? Brainstorm: Capture ideas, comments and reaction fast, anonymously and collaboratively; theme and create structure in real time, during the meeting Discussion: Present several topics for simultaneous discussion; capture all thoughts and comments during the meeting Vote: Undertake single or multi-criteria voting, multi scale scoring; obtain instant results/prioritisation during the meeting Action Planner: Create an action plan directly from the meeting, add progress logs, updates and monitor implementation Slide 10 of 20

11 Additional MeetingSphere tools Agenda: Create efficient and well structured meetings using easy to use templates Results Charts: Display results, compare criteria, make informed decisions based on graphic results display Report Generator: Instantly create Word, PDF, Excel or.csv records to report accurate meeting outcomes Presentations: Add presentations and documentation from any participant, supported by annotation and comments Slide 11 of 20

12 What are the key benefits of MeetingSphere? Easy to use Compliments your existing Audio and Web conferencing platforms No software to install, i.e. 100% browser based Significant increase in productivity and effectiveness of your meetings: encourages open and honest discussion - reducing peer pressure and impact of hierarchy promotes participation, collaboration and personal commitment captures your team s ideas immediately through simultaneous, anonymous contributions ensures established processes and best practice are followed supports sessions before and after the main event enabling pre-meeting preparation and post meeting action tracking automatically captures outcomes in fully exportable documentation Slide 12 of 20

13 Section Agenda Screen title Create a structured agenda, prepared in advance, that remains flexible throughout the meeting. Any Web Browser Integrated Help Session Settings Agenda Tool Steps supported Agenda Steps Asynchronous for on-line development of content Automatic Report Slide 13 of 20

14 Brainstorm Tool Capture ideas, discuss, flush out perspectives, identify contentious and consistent views. Session Owner toolbar Brainstorm question Categorise into Key Themes/ Topics Captured Content Slide 14 of 20 Input Box

15 Voting Tool Undertake single or multiple criteria (matrix) voting. Results are instantly available enabling consensus building and instant identification of convergence. Voting Question and Criteria description Click to View Comments Vote on Multiple Criteria Click to vote Slide 15 of 20

16 Section Discussion title Tool Launch simultaneous discussions on multiple topics; useful for parallel progression of critical topics, increasing meeting productivity and team building. Simultaneous discussion on Multiple Topics Double click to open Slide 16 of 20

17 Action Planner Section title Create, track and manage progress on Actions and Data Flows from previous MeetingSphere tools or sessions. Formalise and agree outcomes and actions. Update regularly, even before and after the meeting. Track Progress and record updates, insert documents and links Detail of each Action Slide 17 of 20

18 Section title Our customers use MeetingSphere for. Regular team calls and web meetings Running distributed workshops with stakeholders Conferences & Events Change Programmes Project risk assessment Business continuity Regular Team calls Project learning reviews Proposal development Examples of specific uses in the Public Sector & Police Cold case Murder reviews Case debrief and learning Safeguarding Children Case review Critical Incident learning review Collaboration between forces (e.g. Operation Pentameter II) Slide 18 of 20

19 See what MeetingSphere can do for you. Quality, productivity and engagement increases because its easy to work with the tools participants are focussed not distracted everyone contributes - there is less chance for a few people to dominate the meeting with their own agenda and points of view MeetingSphere supports multiple, simultaneous activities - unlike conventional meetings that can only cope with linear process steps Used face to face or online, MeetingSphere ensures: improved communication and sharing of material and ideas clear ownership & good process design significant opportunities for easy interaction better engagement well defined outcomes automated, real time data capture and reporting Slide 19 of 20

20 What deployment options are there? MyMeetingSphere [SaaS] single host Business MeetingSphere [Saas] multiple hosts, secure, shared infrastructure Enterprise MeetingSphere [Saas] rapid deployment by expert admin, LDAP integration, own domain, dedicated DB and backup Managed Enterprise MeetingSphere [Saas] dedicated server, automatic failover, SSL On-premise Enterprise MeetingSphere [installable] Portable MeetingSphere Server [pre-installed] Slide 20 of 20

21 Meet the Team.. Slide 21 of 20

22 Next steps? If you would like to arrange for a no-obligation, free 30-day MeetingSphere trial account or if you would like a demonstration to see how MeetingSphere can improve your meetings, please contact us mark@convergence.co.nz Slide 22 of 20