How can data analytics improve your meeting outcomes?

1 Data sources for meeting analytics

To use data analytics for your meetings, you need to collect and analyze relevant data from various sources, such as calendar apps, video conferencing platforms, and project management tools. For example, calendar apps can be used to track the number and duration of meetings, the attendees, the topics, and the outcomes. Polls, surveys, and feedback forms can be used to gather input from participants before, during, and after the meeting. Video conferencing platforms enable you to measure engagement and interaction of participants, such as audio and video quality, speaking time, facial expressions, gestures, and chat messages. Breakout rooms, whiteboards, and polls facilitate collaboration and creativity. Project management tools can monitor progress and status of tasks related to meeting goals. Comments, attachments, and checklists can be used to communicate and document meeting outcomes and action items.

2 Data analysis tools for meeting analytics

To use data analytics for your meetings, you need to use the appropriate tools to process and visualize your data. Spreadsheets can be used to organize, filter, sort, and calculate your data, as well as perform basic statistical analysis and generate charts and graphs. Dashboards can create interactive and dynamic reports that show key metrics and trends, while features like filters, slicers, and drill-downs allow for customization. Data visualization software can create more advanced graphics that illustrate your data, with features like animations, annotations, and storytelling to highlight and explain.

3 Data-driven meeting agenda

Data analytics can be used to improve meeting outcomes by creating a data-driven meeting agenda. This plan uses data to define the purpose, objectives, topics, and activities of the meeting. To do this, identify the problem or opportunity that the meeting aims to address and use data to quantify and qualify its impact. Define the desired outcome and success criteria with SMART goals and indicators. Select relevant topics and subtopics with data to prioritize and allocate time for each one. Finally, choose activities and methods that will facilitate discussion and decision-making. Use data to select the best format, mode, and tools for your meeting.

4 Data-driven meeting execution

Executing your meeting in a data-driven way is another way to use data analytics to improve meeting outcomes. This process involves using data to monitor and adjust your meeting performance, engagement, and satisfaction. To do so, start your meeting with a clear introduction that summarises the problem or opportunity, the outcome, the agenda, and the ground rules. Use data to establish context and expectations. During the meeting, use data to support arguments, opinions, and proposals with facts and evidence. Stimulate creativity and collaboration by asking questions and providing feedback. At the end of the meeting, summarise key points, decisions, and actions. Use data to evaluate results, impact, and gaps of the meeting while also soliciting feedback on effectiveness, efficiency, and enjoyment.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?