On a daily basis, companies regularly organize meetings to take stock of an ongoing project or develop a new strategy. They are fundamental to develop a business, but sometimes take too much time. The reason is that they are not optimized. For Jamespot, the French specialist in corporate social networking and collaborative software, the secret of a good meeting can be summed up in two words: preparation and facilitation. For this, the company offers an innovative solution: Diapazone.
It brings together a set of applications allowing you to prepare and lead your internal meetings efficiently, whatever your objectives.
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Preparing your meetings becomes child’s play
For many professionals, preparing for a meeting is seen as a daunting task. However, a poorly defined objective and poor organization can affect the effectiveness of these collaborative times.
The goal of Diapazone is to answer this problem by simplifying the preparation of meetings thanks to simple steps.
Organize an effective meeting in all respects
With Diapazone, there is no question of spending more than five minutes organizing your meeting. The organizer prepares it quickly by determining several elements beforehand, including the participants. To do this, nothing could be simpler: he only has to select a set of people individually or one of the existing groups, for example the marketing group. Defining an audience then no longer takes a few minutes, but a few seconds.
Temporality is also a crucial subject during meetings. To avoid wasting time, it is essential to define in advance how much time will be granted to each subject, which Diapazone’s time-boxing feature allows you to do. Concretely, it allows the facilitator to set the time allocated to each part of the meeting, for example ten minutes for the ice breaker, fifteen minutes for the commercial part, twenty minutes for the strategic part… This timeline is visible to all the participants. This way, everyone can keep an eye on the clock and avoid forking too long on conversations that don’t help achieve the intended goals.
The solution is equipped with a timeboxing functionality. Illustration: Jamespot.
To boost the efficiency of his meeting, the organizer can add the tools made available by Jamespot in a side tab bar. He has the possibility of uploading documents, which can be downloaded from the company’s document bank, or of sharing them in real time. It is possible to insert as many as you want, or to create one directly during its meeting. Links can also be added, for example to show several versions of a website page, project management tables and a report that can be edited in real time by all participants. The organizer can therefore put as many elements as he needs to orchestrate his meeting in the most efficient way possible.
Add animation elements
To animate general assemblies or engaging team meetings, Diapazone gives the possibility to create animations. Jamespot makes three available by default. Among them, the quick survey, which can serve as an ice breaker to put all employees in condition and encourage them to participate. A checklist is also provided. It can be useful when participants are reviewing a specific project in detail. The last is a presence management widget. Concretely, each employee indicates whether he will be there at the next touchpoint. For the organizer, this makes it possible to see more clearly about the organization and the next meetings with the collaborators.
Several animation elements are available, such as polls. Illustration: Jamespot.
Facilitate interactive, productive and engaging meetings
Once the technical and animation elements have been defined, it is time to launch the meeting. The time-boxing then starts, just like the chat. The latter is a central functionality to any meeting, which allows you to enrich the discussion with your collaborators. Everyone can react using emojis, a simple and fun way to put people back at the center of meetings, which are increasingly meager due to the lack of face-to-face meetings.
In the same perspective, the organizer can trigger the animations prepared to promote interactivity with the participants. He also has the possibility of adding new ones in real time, which he sees being enriched as his collaborators respond.
Tabs are fully customizable. Illustration: Jamespot
On the resources side, each employee has access to the documents, links and tables made available in the Diapazone tabs. However, the host can block access to them and decide to open them as the meeting progresses. The goal is to focus everyone’s attention on the right elements at the right time.
Facilitate the writing of reports
With Jamespot’s solution, the crucial reporting step is no longer a chore. Once the meeting is over, the tool automatically generates a document containing the main elements: the participants, the points discussed, the duration, the results of the widgets… Metrics regarding the engagement of the meeting are also indicated, namely the number of posts, amount of reactions and most engaged user. This makes it possible to know if it will be necessary to generate more interactions during future meetings.
On this report, users also find the documents, links and tables shared during the meeting. This saves collaborators from sending multiple messages and e-mails to retrieve the broadcast content. The same applies to the manual minutes written during the meeting, which are available directly on the auto-generated document.
Diapazone automatically generates a report at the end of the meeting. Illustration: Jamespot.
The set can be saved with just a few clicks. However, it is possible to download only the minutes published during the meeting. This can be useful when you want to transfer to your customers only certain information discussed during the videoconference.
Thereby, the Diapazone module keeps its promise: to offer a powerful tool to professionals to organize and facilitate engaging and productive meetings with ease. It allows Jamespot to complete its offer and offer a collaborative ecosystem that transforms the daily life of companies.