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How can technology reduce your time spent in meetings?

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Meetings are often necessary for collaboration, communication, and decision-making, but they can also be time-consuming, disruptive, and unproductive. If you want to reduce your time spent in meetings and improve your work-life balance, technology can help you in several ways. Here are some tips on how to use technology to streamline your meetings and make them more efficient and effective.

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Evelyn Alvarez

Sustentabilidad Corporativa/ Agile coach / líder de cambios/ Scrum / coordinadora/ gestor de cambios /Emprendedora
Martin Hamberg

Agile Engineer with Facilitator Upgrade | ?? My private space.
Ramit Paul

??Microsoft MVP (Business Application) | CSM? | Senior Manager Microsoft BizApps

1 Use online tools for scheduling and planning

One of the most frustrating aspects of meetings is finding a suitable time and place for everyone to attend. You can avoid the hassle of sending multiple emails, phone calls, and messages by using online tools that allow you to create polls, share calendars, and book rooms. Some examples of these tools are Doodle, Calendly, and Google Calendar. These tools can help you save time, avoid conflicts, and ensure that everyone is on the same page before the meeting.

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Evelyn Alvarez

Sustentabilidad Corporativa/ Agile coach / líder de cambios/ Scrum / coordinadora/ gestor de cambios /Emprendedora
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La integración de herramientas de automatización puede eliminar la necesidad de discutir detalles operativos rutinarios, permitiendo que las reuniones se centren en aspectos más estratégicos.

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Martin Hamberg

Agile Engineer with Facilitator Upgrade | ?? My private space.
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Imagine transforming the chaotic jigsaw puzzle of meeting schedules into a harmonious symphony. Online tools like Doodle and Calendly are the conductors of this symphony, orchestrating everyone's availability into perfect harmony. They turn the cacophony of conflicting schedules into a seamless melody, ensuring that each participant is in tune and on time, ready for a meeting that strikes just the right chord.

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Ramit Paul

??Microsoft MVP (Business Application) | CSM? | Senior Manager Microsoft BizApps
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Technology can play a significant role in reducing the time spent in meetings by improving efficiency, collaboration, and communication. Here are several ways technology can contribute. Collaboration Platforms: Use collaboration platforms like Microsoft Teams, Slack, or Zoom to facilitate virtual meetings. Online Document Collaboration: Utilize tools like Google Workspace, Microsoft 365, or other cloud-based document collaboration platforms to share and collaborate on meeting materials in real-time. Meeting Recording and Transcription: Record meetings and provide transcription services to capture key discussions and decisions. Mobile Meeting Apps: Use mobile apps for meetings to allow participants to join from anywhere.

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Armando Moreno Perez

Gerente de Tecnología | Director de Tecnología | Liderazgo de Tecnología | Transformación digital | Estrategia de Tecnología | Gestión de la innovación Tecnológica |
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Technology can reduce meeting time through collaborative tools like Slack for quick updates, project management platforms like Asana, and video conferencing apps such as Zoom for efficient virtual meetings. Automation of routine updates through chatbots and scheduling tools like Doodle also streamlines communication, minimizing unnecessary meeting durations.

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2 Use video conferencing and screen sharing for remote meetings

If you work with people who are in different locations, you can use video conferencing and screen sharing to conduct remote meetings. These technologies can help you reduce travel costs, enhance collaboration, and increase engagement. You can use platforms such as Zoom, Skype, or Microsoft Teams to host video calls, share your screen, and use chat and annotation features. You can also record your meetings and share them with those who could not attend or need a recap.

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3 Use smart agendas and notes for meeting management

Another way to reduce your time spent in meetings is to use smart agendas and notes for meeting management. These are digital documents that help you define the purpose, objectives, and outcomes of your meetings, as well as assign tasks, track progress, and follow up on action items. You can use tools such as Evernote, OneNote, or Notion to create and share your agendas and notes, and integrate them with other apps such as email, calendar, and project management. These tools can help you prepare, run, and review your meetings more effectively and efficiently.

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Martin Hamberg

Agile Engineer with Facilitator Upgrade | ?? My private space.
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Picture your meeting as a blockbuster movie. Smart agendas and notes are the scriptwriters, directors, and editors all in one. Tools like Evernote or Notion craft a storyline for your meeting, keeping the plot focused and the scenes impactful. They ensure that every discussion point is a crucial plot twist and every action item a climactic moment, leading to a meeting that's as engaging and productive as a box office hit.

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Joselo Oswaldo HUILLCA

Ing mecánico CIP168525 Liderazgo en Gestión de Activos y excelencia operacional / Mejora continua / Escuela de Negocios CENTRUM - PUCP
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Imagina una reunión de directorio de mas de 3 horas; cuanta información relevante existe en ese entorno y como organizarla en tus apuntes que incluyan una lista de acción y todo esto a un click de distancia; hoy gracias a la IA ya existen herramientas que pueden hacer esto posible. ?Adiós! a los retrabajos y ?hola! productividad.

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4 Use artificial intelligence for meeting insights and feedback

If you want to improve the quality and impact of your meetings, you can use artificial intelligence to get insights and feedback. These are technologies that use natural language processing, speech recognition, and machine learning to analyze your meetings and provide you with data and suggestions. You can use tools such as Otter, Fireflies, or Voicea to transcribe, summarize, and highlight your meetings, and generate reports and recommendations. These tools can help you optimize your meeting time, enhance your communication skills, and measure your meeting performance.

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Martin Hamberg

Agile Engineer with Facilitator Upgrade | ?? My private space.
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Envision AI as the mastermind analyst of your meetings. Technologies like Otter and Voicea listen intently, dissecting every word and phrase to extract hidden gems of insights. They're the code-breakers, translating the complex language of meetings into actionable intelligence. This AI-powered analysis turns every meeting into a treasure trove of knowledge, optimizing your time and transforming mundane meetings into strategic summits of insight.

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5 Use gamification and fun elements for meeting engagement

Finally, if you want to reduce your time spent in meetings and make them more enjoyable and memorable, you can use gamification and fun elements for meeting engagement. These are techniques that use game mechanics, rewards, and challenges to motivate and inspire your participants. You can use tools such as Kahoot, Quizizz, or Miro to create and play quizzes, puzzles, and brainstorming activities during your meetings, and reward your participants with points, badges, or prizes. These tools can help you increase your meeting participation, creativity, and satisfaction.

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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?

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How can technology reduce your time spent in meetings?

1

2

3

4

5

6

1 Use online tools for scheduling and planning

2 Use video conferencing and screen sharing for remote meetings

3 Use smart agendas and notes for meeting management

4 Use artificial intelligence for meeting insights and feedback

5 Use gamification and fun elements for meeting engagement

6 Here’s what else to consider

Technological Innovation

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How can technology reduce your time spent in meetings?

1

2

3

4

5

6

1 Use online tools for scheduling and planning

2 Use video conferencing and screen sharing for remote meetings

3 Use smart agendas and notes for meeting management

4 Use artificial intelligence for meeting insights and feedback

5 Use gamification and fun elements for meeting engagement

6 Here’s what else to consider

Technological Innovation

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