A look into the preparation and effectiveness of remote meetings with some steps to improve the efficiency of internal meetings.

1. Effective and Efficient Remote Meetings
“Sharpen the Saw”
3/2020

2. Today’s Agenda
Conference Call In Real Life – Video
Introductions
Bad, Worse, and Ugly of Meetings
Your Remote Tool and YOU
Before The Meeting - Planning And Preparation
During The Meeting - Putting Your Preparation Into Motion
Meeting Logistics: 1 Hour

3. Current Situation – <CUSTOMER/PROSPECT>
Challenges
Technical
Business
Objective
Requirements
Compelling
Event
Timeline
Local admin required to run certain CRM application
Disjointed approval process not starting with our ITSM solution, ServiceNow
Tight budget due to incumbent's renewal costs
Increasing our overall security posture across our road warriors
Addressing CIS controls
Flexible solution that provides protection of whitelisting and also incorporates a facility
for offline use along with requests for 1off approvals
Consolidated vendors across our portfolio
A security audit requested by our new CSO along with an IPO review of security
operations
Budgetary discussions for 2018; Purchase in Q3 2019 and implementation by Q1 2020

4. “If Columbus had an advisory meeting he would probably still be at the dock” .:.
Arthur Goldberg

5. Bad, Worse, and Ugly of
Meetings

6. Thing’s People Do!!!
43% Text
21% Shop
Online
55% Eat or
Make Food
65% Do
Other Work
27% Falling
Asleep
44% Social
Media
63% Will Send
an Email
47% Go to
the Restroom

7. The Checklist
 Preparation
 Bandwidth
 Background
 Camera
 Speakers & Mic
 Screen Sharing

8. Your Remote Tool and You

9. Cisco Webex
If you need a tutorial on how to arrange a
meeting:
Some advice:
 Use the desktop app
 Click ‘Schedule’
 Auto launches Outlook
 Fill in the details and you’re ready to go

10. Cisco Webex
 Confirm your audio
and video system
 Join early to
troubleshoot

11. Cisco Webex
 Confirm your audio
and video system
 Join early to
troubleshoot
 Change between
phone or computer
audio in the tool

12. Cisco Webex
 Sharing Content
 Share a screen
 Better to share just
the application

13. Cisco Webex
 Sharing Content
 Share a screen
 Better to share just
the application
 Other options below
for Whiteboard, etc.
 Note: dropdown
selection can switch
mode between
text/images to video

14. Cisco Webex
 Sharing Content
 Share a screen
 Better to share just
the application
 Other options below
for Whiteboard, etc.
 Note: dropdown
selection can switch
mode between
text/images to video

15. Cisco Webex
 Sharing Video
 Toggle on/off
 Move the window
wherever you’d like
 Left icon will hide your
video, but only for you.
Participants will still
see.
 Right icon flips image

16. Cisco Webex
 Record the call
 Recordings are
stored in the cloud
 Will receive an email
notification when the
recording is ready

17. Cisco Webex
 More options
 Copy meeting link
 Audio/video settings
 Lock the meeting
when using your
personal room
 Red X ends it all
(recording as well)

18. Microsoft Teams
 For externals, click
on the Calendar tab in
the navigation pane
 Select New Meeting

19. Microsoft Teams
 Input the fields
 Channel is optional,
generally not needed
unless you have one
set up for your team
 Invite externals by
typing their email
address
 They will receive an
invite and can join via
their Teams app or via
browser
 Click Send when
finished

20. Microsoft Teams
 Scheduling Assistant
gives you that
familiar Outlook view
to check availability

21. Microsoft Teams
 Launch the call
 Confirm audio and
video settings
 Join now

22. Microsoft Teams
 Toggle camera
on/off
 Mute/unmute
 Share
 More options
 Close/open chat
 See participants
 End call
 People – Invite
others

23. Microsoft Teams
 Lots of options as
to what to share
 Including single
apps
 Single
presentations
 Whiteboard and
Freehand for
markup
 Include system
audio if sharing a
video with sound

24. Microsoft Teams
 … = more options
 Blur feature
 Custom
backgrounds
 https://www.youtu
be.com/watch?v=-
wCyq9oll_o

25. Before The Meeting

26. “If you fail to plan, you are planning to fail!” .:. Benjamin
Franklin

27.  Ensure Meeting/Information Gathering Has Been Completed
 Discuss Agenda And Purpose.
 Do We Understand The Objective
 What You Are Looking To Get Out Of Meeting And Achieve?
 Discuss Roles Of The Team For The Meeting
 Identify A Champion From Within The Customer
 Have Meeting With Champion To Plan The Meeting
 Are There Detractors In The Meeting?
 Identify Points That We Need To Cover
Before The Meeting - Planning

28.  Prepare Meeting Slides
 When Building Your Slides
 Don’t Use Too Much Text
 Don’t Use Silly Slide Transitions
 Use Corporate Approved Graphics
 Have Presales Build Situation Slide
 If A Demo Is Involved, Make Sure It’s Ready
Before The Meeting - Preparation

29. Meeting Day
 Start The Webex/Teams Meeting 15 Mins Early
 Check Screen Internet/Voice/Microphone/Firewall Etc
 Turn On Camera And Position It Properly
 Ask For Clarity Around Visuals
 Turn Off Email And Notifications
 On Mac, Turn Off iMessage

30. During the Meeting

31. Setting The Agenda And Level Setting The Room

32. Team Work
 Split Your Forces - Assign Roles To Participants
 Active Conduit
 On Site – Eyes Onsite – Customer Champion or Sales Rep
 Facilitator
 Guides The Discussion, Making Sure All Sides Of The Issue Are Raised
 Scribe
 Captures Key Ideas And Decisions And Distributes Notes. Parking Lot
 Timekeeper
 Helps Move The Discussion Along Efficiently And On Track.
 Expert
 Shares Knowledge On Particular Issues. One Advantage: You Can Ask
An Expert To Attend Just Part Of The Meeting, Keeping Their
Contribution Focused.

33. Active Conduit
 Wearing Many Hats
 Sales Rep Generally, But Can Be Champion
 Alert Regarding Latency Audio/Video
 Physically Organize Room – Call Out
 Entering or Leaving Participants
 Reading Room For Questions or Confusion
 Feedback To Questions Being Asked On Phone
 Debrief Via AAR, Feedback And Conversations After
Meeting

34. Putting Preparation Into Motion
 Review agenda and prepared slides – understand timing
 Roll call - name, job title, and their objective
 Make sure all respond (high #S this could be tricky)
 Turn camera on for this; personal touch
 Have meeting partner act as scribe and also run any
Q&A/parking lot
 Utilize situation slide to level set room as to why you are
there and what you are trying to achieve
 Read and identify participants based on scale during

35. The “Great” Demo
 Use Situation Slide to maintain agenda during Demo, all the
while breaking the demo into consumable segments
 Summarize at the end of sections
 Pause to ask questions, asking questions by way of the
participants names to provide a personal touch
 Use Drawing and Annotation tools when applicable
 Use Chat when larger meetings to help capture questions
 Moving Mouse Slowly
 Parking Lot, Parking Lot, Parking Lot
 Record When Possible - Internal Feedback as well as
Customer Stakeholders

36. The Meeting After The Meeting
 After Action Review(AAR)
 Should happen after meetings with sales/partners/executives/ and all internal
stakeholders' part of meeting. Some may be more formal than others
 ***Try to have an AAR with Customer Champion(s) or Stakeholdersl
 Discussion Points
 Discuss how the meeting went. What went right/wrong?
 Discuss next steps, takeaways, deliverables as well as parking lot items
 Discuss how your preparation aligned with the execution and outcome
 Within 24 hours “Scribe” distributes meeting minutes: topics discussed,
decisions made, deliverables and individual accountabilities to all internal
participants as well as stakeholders where applicable
 Send out thank you email to stakeholders with deliverables and next
steps

37. Does Your Meeting Pass The PATTY CAKE Test?
https://www.goaskcody.com/blog/planning-corporate-meeting