SmartWorker initiative drives SharePoint Meeting workspaces adoption
I have just finished a report for a company in Copenhagen, regarding their meeting process and the utilization of information technology relevant to that. The results seem to be a bit surprising to most people, as this company of 700 employees registered a cost of about 800.000 danish kroner (about 157.000 USD) per day on meeting activities.
This is a lot of money, even for companies that are knowledge driven, and our research also showed that a large part of meetings – especially internal meetings – did not follow any type of standard for preperation, initiation og execution. So the potential for improving productivity is great. Try to think about your own company – this is something you can expect to find in lot of companies.
So – what are we doing about it?
One of the solutions that we came up with is a set of custom made “meeting workspace templates” in SharePoint. This will enable employees to have a standard set of tool supporting all meetings for setting meeting goals, building agenda and schedules, communication preperation plans and collecting feedback. The goal is to introduce a new culture around meetings, where a small time investment by the meeting initiator will result in more effective and qualitative meetings across the board.
To make this grow even morte, we are planning to implement “rating” per meeting. Each participant will be able to give a rating of the meeting, based on the meeting best practice that we have introduced. This rating will be collected at all manager levels, so each people manager will have a goal on effective meetings for himself and his team.
We are very exited about this approach, and expect this plan to shave a good bit of the cost of meetings in this particular shop. Within 6-9 months we will know if we are succesful.
SharePoint Meeting workspaces are actually quite powerful from a conceptual angle. To be able to release the full potential you will have to implement policies – not only for running the technology – but -just as important – for the businbess processes the technology supports.