Using Computer Aided Meeting Systems To Improve Your Conference Efficiency
Managing business meetings is a key discussion topic on management training courses because many managers spend a large amount of their time in meetings. Managers would therefore welcome anything that can be improve their meeting effectiveness. Using face-to-face meetings is still very common, but an increasing number of organisations have started to use the so-called Electronic-Meeting-Systems (EMS) for conferences. The experience managers who have used EMS for their meetings is extraordinarily positive. They say that meeting participants are distinctly more creative and the total length of the meeting is shortened. Thus, they have more time to deal with more subjects.
Nowadays, a distinction is made between two types of Electronic-Meeting-Systems.
In the Keypad-Voting-System the necessary hardware comprises a personal computer, keypad and a large screen. The system can be used outside the company because it is easy to transport - for example in hotels or in the customer's company.
In contrast, the Workstation-System comprises a number of networked PCs. The Workstation-System is more expensive and less transportable. Workstation systems are suitable for more demanding use, such as mindmapping sessions or brainstorming.
The basic idea behind both systems is that rather than verbally conference delegates deliver their contribution by computer. According to the experts, this has the following decisive advantages:
The conference participants are more open and creative, because their suggestions, opinions and assessments remain anonymous.
Each participant can express his/her opinion freely and uninfluenced, which means more realistic assessments and decisions.
Since EMS does not allow digression and an endless discussion of unimportant points the time is used more effectively.
Sales people are far more willing to participate in meetings, because they feel that they have equal rights and see productive results.
Constant and immediate feedback leads to swift consensus within the group.
Immediately after the end of the conference each participant can pick up a complete record of the results and contributions.
EMS can be used in various different areas.
Client hearings: knowledge about customers' long-term wishes, their criticisms of current products and their suggested improvements are very important to every business. In the experience of the specialists, customers are enthusiastic about EMS and are committed to working with it. It is usually the Keypad-Voting-System that is used, because customer hearings are usually held in the customer's office.
Quality assessments: employees from sales, marketing, development and production discuss the quality of products and services. EMS asks a range of questions, which, with the help of a point assessment system, the conference participants answer.
If you decide to introduce EMS into your company, it is suggested that you proceed in the following four steps:
Acquire EMS: Focus on mobility, your computer knowledge and your budget. If you have a small budget, only have a basic knowledge of computers and need a high degree of mobility you should definitely opt for the Keypad-Voting-System. The Workstation-System would be a better purchase for experienced computer users who have high demands.
Test the EMS internally to begin with. Test it in your department and get used to the workings of the system. Find out what assets EMS will bring to your company. A computer-assisted Meeting-System requires the same thorough preparation for the conference as is taught for conventional meetings on management training courses: fixing an agenda and clearly defining goals.
After the test phase, officially introduce EMS into the company. Make a point of using it in meetings which tend to be dominated by one or two people or that always go on for too long.
Communicate within the company the advantages of EMS. Promote spreading the news by word of mouth and insert a report about it in your company magazine or in a circular.
Finally, be patient with all these steps. It can take several months, as with any change, for EMS to become a generally recognised instrument within a large company. A good change management training course can help overcome any resistance.
About the Author
Richard Stone is a Director for Spearhead Training Limited that runs management training programmes aimed at improving business performance. You can see information at => http://www.spearhead-training.co.uk
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