Guest Post: 5 Easy Ways to Save Time After Your Meeting
You’ve just had a successful Zoom conference with your entire team: the folks in the office, the team member working from home today, consultants in other countries, and a VP out on the road. The real question is: what comes next?
For most people, the end of the meeting is just the beginning. Now it’s time to go back through your notes and try to find all of the action items. After that comes the first wave of emails, including the ones that everyone is going to be cc-ed on. The second wave will hit later, making sure everyone is on board and on track.
It might be the way you’ve always done business. But it doesn’t mean that you have to keep doing it that way.
Unlimited HD Zoom video and screen sharing is seamlessly integrated into Redbooth’s communication and collaboration platform. Redbooth works hand-in-hand with Zoom to make it easy for you to reclaim the time and energy that your team is currently spending on tedious tasks after every meeting.
1. Capture action items in real time
During your meeting, where are action items captured? Most likely they’re getting scrawled on a legal pad with extra stars and underlining so that they’re easy to find later. Maybe they’re getting captured in a Word doc or on a printed meeting agenda.
What do all of these approaches have in common? They all require you to go back over your notes later — and that time can really add up.
With Redbooth, during your live video meeting you can capture action items as each one arises. Creating a new task in Redbooth takes just a few seconds. Want real-time transparency? Use Zoom’s screen-sharing feature to share your screen in Redbooth while you’re note taking.
2. Assign tasks to maximize accountability
If you can’t be sure who owns a task, you can’t be sure it’s going to get done.
With Redbooth, when you create each task, you can also assign it to a specific owner. That person is in charge of making sure that it gets done. Everyone else involved in that initiative can see who owns the task as well.
This can be especially useful when someone unexpectedly leaves a team or has to be out of the office for illness or a family emergency. It’s simple to go into Redbooth and view all of the active tasks assigned to this specific person and to reassign them as needed.
3. Set deadlines where everyone can see them
After a meeting, lots of time can be spent on getting people to commit to deadlines — or on negotiating new deadlines and making sure that everyone knows about the change. Redbooth’s easy-to-use deadline feature for tasks means that setting dates is so simple that you can do it in just a few clicks during the meeting.
You can also avoid the multiple emails that inevitably come with navigating any deadline-related changes. It takes just a moment to go in and change a deadline yourself or for anyone on the team to do that.
There’s always a transparent record of who made the change, and everyone who is signed up to receive updates of changes to the task will be automatically notified.
4. Preserve key insights and content
In most meetings, people are thinking out loud. It’s almost impossible to remember what everyone said after everyone is back at their desks. How long was that article supposed to be? Who needs to approve the estimates for next quarter before they go to upper management?
All of those details can be swiftly captured in task descriptions in real time in Redbooth. Using Redbooth’s Box, Evernote, Dropbox, and Google Drive integrations, you and your team can attach relevant documents right to the task. All of the essential files and task details can be in place before the meeting even wraps up.
5. Prevent things from falling through the cracks
In a busy meeting, it’s possible that every now and then something might get overlooked in the process of capturing tasks, delegating them, assigning deadlines, and including relevant materials. This can lead to hours spent trying to track things down, or worse, not even figuring out what got overlooked until the next meeting and then having to scramble.
That’s why Redbooth’s workflow analytics makes it a breeze to catch anything that might be in danger of falling through the cracks.
Just pull up the project workspace of your choice and easily identify any action items that slipped by without an owner or a deadline. You can even double-check the workload of everyone involved and ensure that responsibilities have been allocated fairly, preventing chaos down the road.
If you can cut post-meeting follow-up from your day after each meeting, the benefits will add up quickly. With less time devoted to busywork, you and your team will have more time to spend on activities that drive high-priority initiatives and make a real impact.
About Our Guest Blogger:
Charles Studt is Redbooth’s VP of Marketing. He brings over 20 years of experience in marketing, product management, and development leadership roles, creating high growth enterprise software and services businesses. When he’s not championing the transformation of enterprise collaboration, you can find him on a mountain, biking or skiing.