Meetings are on the increase. According to a Harvard Business Review study, employees are meeting over 50 per cent more often than they did 20 years ago. But is the leading to an increase in productivity? Or is all this collaboration just making us lose focus on the task at hand?
It’s frustrating - not to mention costly - when these meetings fail to result in any forward motion within the company. Unfortunately, in many cases, this lack of productivity in teams is becoming the norm and in fact another survey revealed that professionals lose 31 hours a month due to unproductive meetings.
But where is all the time spent in meetings going? Well, the answer in some cases may lay in what happens after the meeting rather than during it.
It’s a common scenario: you walk away from a meeting feeling that you’ve got everything under control. You’ve addressed multiple issues, discussed the important stuff and everybody’s left the room with a firm idea of what to do next.
But at the end of the day, is this just a ‘feeling’? Where’s the written evidence of the discussion or the next steps and the deadlines by which you need to have them ticked off? Even if someone was appointed to take notes, did they really manage to get everything down or have some of the all-important details been lost to time?
In the days and weeks that follow, the action points relevant to you somehow fall by the wayside and even when you do finally get round to tackling your work from the meeting, you find you’re missing the notes and information you were relying on to get the job done.
Soon enough the next meeting’s being scheduled and the agenda looks familiar – it’s all the things that should have been sorted out at the last one.
But there is a simple solution to this problem; one which many innovative and driven companies have already been depending on for years to ensure their teams stay on track. The answer is to use technology to your advantage - particularly display technology.
Connectivity is at all time high and teams are used to sharing information and content in every area of their life. With the rise of BYOD (bring your own device) in business around the world, teams expect this connectivity and collaborative mind-set to carry over into the meeting room and with the right screen in place it can.
The right display screen will help create a meeting environment that means colleagues can leave the meeting with all the information they need right at their fingertips. Rather than everyone rummaging through their own scribbled notes, your team will all be able to view the shared content and annotations taken during the meeting, keeping everyone on the same page – whether they’re in the same location or working remotely. You could even review the entire meeting again through state-of-the-art recording technology.
So with the right tech, it’s goodbye to printed handouts, central flipcharts and handwritten notes. When a meeting room is set up with the right display screen and the ability to connect devices easily, time spent faffing about with paper handouts and notes drops and productivity increases.
So what technology solutions need to be available during the meeting to enable this productivity leap in the days after the meeting?
Your two main options for a display screen in the meeting room are
Whether you go for one or two will depend on how your teams work together and in some cases you might want to provide both. But with post-meeting productivity in mind, we’d say touchscreens have the edge. Consider the following huddle room scenario.
A small team of three is working on an ad campaign for a client; one of them has mocked up a design and another has drafted the copy. They want to present their progress to the third individual: the account manager. The goal of the meeting is to gather feedback, brainstorm thoughts on the evolution of the campaign and leave with a list of action points to take the concept forward.
Inevitably, everyone in the team has been working on the campaign on their own devices and they have this content ready to share. With a touchscreen like the CleverTouch Pro Series the team have a digital space to collaborate and review progress. They can make use of the variety of connectivity options including the front-mounted USB connections to plug in their Windows or Android devices (unfortunately the CleverTouch Series are Android-driven, so they’re not the best for Apple fans) and quickly get up and running with their content onscreen in seconds.
From there, it’s a matter of using the multi-touch functionality to explore the content under discussion and the smart widget to annotate documents as they go. There’s even a useful little pre-installed app call CleverNote that really helps with taking notes and brainstorming.
Needless to say, working in this way makes collaboration a breeze in comparison to passing round a device or swapping a single HDMI cable in and out and taking notes as you go on each individual’s content or faffing about with a flipchart ... you get the idea. But the real beauty of using a touchscreen in a meeting environment like this becomes apparent when everyone leaves the room and returns to their desk.
Instead of working from their own scribbled notes and hoping that everyone else in the team wrote down the same takeaways, the meeting organiser can simply share the content from the CleverTouch screen and email round the group annotations. Suddenly, everyone is moving forward and quite literally working from the same page.
If your business depends on Apple, then CleverTouch is not going to be the best choice for content sharing, but there are many other high quality touchscreens on the market to suit your business requirements. The DisplayPoint team will be happy to advise.
Once you’ve chosen the screen, don’t forget to consider the essential supporting technology to make the most of your investment. This means addressing everything from audio to data and video, along with wireless connectivity and the right adaptors for the devices your team are working with.
Ticking all of these boxes will provide audio and visual clarity to keep all participants engaged in the meeting and ensure that work can proceed seamlessly without those pesky calls to the IT team just because you can’t find the right adaptor to plug in someone’s iPad.
With the right technology in place, teams can ensure their focus is on the work at hand. Simple changes like the installation of a touchscreen instead of a whiteboard can transform the way in which people work.
At the end of the day, these changes will become evident in the business’ bottom line as employees are better equipped to focus on evolving their ideas and work towards a common goal.
To find out about our full range of touchscreens, contact the team of experts at DisplayPoint to discuss your requirements.