According to official figures from Eurostat there are over 1.2 million businesses in the EU employing over 50 people. Plus over 100,000 Public Sector organisations like Hospitals, Police bodies, local and national government and charitable institutions. With legislation that means that any incorporated body has to hold regular, most commonly quarterly, board meetings every year, it’s estimated that over 5 million Board meetings will take place across Europe every year. Or approximately one every 10 seconds. And right now, almost all of these are having to take place over a web session. Imagine the chaos.
With what seems like the whole world turned upside down, the simple ‘meeting’ has become something much more difficult to control. Different people all in different locations all perhaps talking at the same time. Who is keeping notes? Who is making sure the agenda is adhered to? What about the actions that each person is assigned to post the meeting? Is everyone paying attention, or just doing their emails with their cameras turned off. Andrew Murphy, the VP for K2 EMEA, raises this point and others in his thought-provoking article around remote working in a recent article stating now, more than ever, it’s important to have properly constructed, organised and well-timed meetings.
So, what makes a good meeting? For many of us the shorter the meeting the better, but, every meeting has a purpose and so it’s good to know exactly what that is before you start. Starting on time is also a good objective as is making sure the meeting runs on time. But often things go wrong - some examples:
- Sometimes people get forgotten or don’t receive an invitation at all
- Making sure people follow up on the agreed actions
- The agenda gets hijacked by people talking or taking issues down a side-track
At some time in the future, soon we all hope, we will return to in-person meetings and then we come across other issues such as the location of the meeting isn’t clear (the MGM Grand in Las Vegas has over 5000 rooms!). How many times has it happened to you that you have struggled to find a room free, or they are all booked up, but mostly sitting empty!
All of these meetings need planning, agendas, minutes, electronic handouts, attendee records, room scheduling and will then generate actions, tasks, votes and follow-ups. And yet many of them will still rely on paper and pen or at best, emails and excel spreadsheets.
The right technology can help in making sure at least your meetings, out of the millions taking place, are effective and efficient. You can even, as one of our customers has, automate the payment of expenses for attendees if that is part of your process.
This is where solutions built on K2 can help you immediately. Pre-built solutions like Boardpoint, developed by our Distributor in Croatia, which offers a complete solution for preparing and holding meetings electronically. The solution has already been working for many years in Government and Financial Services organisations which have given them the immediate benefit of business continuity despite having to move all meetings to off-site web sessions.
The BoardPoint solution is more than just a meeting app. It is a comprehensive solution for preparing and holding board meetings or sessions. Most importantly, all parts of the strategic decision-making process can be done remotely:
- Creating, submitting, and distributing proposals
- Preparing and holding meetings or sessions
- Safe storing and distributing decisions
- Creating, assigning and monitoring tasks
To see the solution in action and hear about the challenges it can solve and the solution platform it is based on, you are invited to join the first of our live sessions on May 26th at 10:00 AM BST / 11:00 AM CET.
You can become the Office Meeting Hero!