Sustainable Meetings

In continuation of my earlier post on how billions of dollars are lost every year due to unproductive meetings, I would like to share my suggestions for having sustainable online meetings.

Ref: https://ashokprabhu.com/2020/11/05/how-to-run-effective-meetings 

Lots of work related meetings are happening online leading to meeting fatigue. With the online meeting service providers having a record option for meetings, people tend to record meetings with the assumption that people can refer to the recordings in future. However, any meeting recorded for playback occupies a lot more digital space than it would, had it been saved as a transcript or as simple meeting notes. I understand from general reading that people rarely view the recordings later. These recordings sit on servers and occupy lots of space and energy. When we calculate the amount of meeting recordings for an entire company or across the world, it would be massive, and the energy spent to maintain those recordings would also be massive.

We can tend to reduce the number of meetings. If a meeting must happen, then we can think of options to take notes or transcribe the discussion points rather than recording the entire meeting.

For a learning or educational meeting, a recorded video would be useful as people understand better through demonstrations, visuals, and illustrations. However, meetings recorded for future references can be transcribed using Artificial Intelligence / Natural Language Processing and the recordings replaced with just text. Texts are also easily searchable.

Nudge 1: Firstly, when a meeting is set up, prompt the meeting organiser with simple questions like, 

  • What is the purpose of this meeting? 
  • Does this meeting have a clear agenda? 
  • Can the purpose be solved with quick ad-hoc discussions or chats rather than a meeting?

Nudge 2: Next, when the planned meeting happens and when the meeting organiser clicks on record button, prompt him with questions like,

  • Keeping in mind our sustainability goals, is it necessary to record this meeting? 
  • Will anyone ever watch this recording later? 
  • How long do you wish to retain this recording?
  • Is this meeting recorded just for future reference or is this an educational session? 
  • Will taking notes suffice rather than recording?

Nudge 3: When there is 5 mins left before the meeting ends, nudge the participants to summarise the meeting points. Show the transcript of the meeting and enable the participants to remove the noise and retain only the important points. Enable collaboration of the meeting notes so that participants can mark if their actions are done.

Nudge 4: An Effective Meeting = Agenda + Action Items + Responsible Individual + Timeline. Nudge the participants to see if all the agenda items are discussed and based on the discussion, add the responsible individuals to actions identified, along with the deadline to act on it and an option to notify either 1 day or 15 mins before the deadline ends.

Suggested Solution 

  • As a meeting happens, enable a sidebar and using Natural Language Processing, capture the meeting transcript.
  • Enable the participants to edit the transcript, removing the unnecessary noise and keeping only the important points from the meeting.
  • Enable the organiser to do a quick check if the agenda items are discussed.
  • Enable the organiser to list down the action items, assign responsible individuals and set deadlines.
  • Enable the organiser to trigger alerts before the deadline approaches. Ex: 1 day or 15 mins before the deadline.

Benefits

  • Any meeting involves time and money and simplifying it saves time and money.
  • Not recording a meeting is an opportunity to save storage space and contribute towards sustainability.
  • When we calculate the amount of meeting recordings for the entire company and across the world, it would be massive, and the energy spent to maintain those recordings would also be massive.
  • Transcripts are easily searchable. Acts as quick reference. Important points from an hour long meeting can be quickly glanced and grasped probably in 5 mins.
  • Employees feel overwhelmed due to too much meeting time online and hence lesser meetings and no recordings, reduces stress and improves wellbeing.
  • Assigning actions with timelines, nudges participants to keep up with commitments.
  • Helps follow up on the action items.
  • No confusion as responsibilities can be clearly assigned.

Reading has been described as an active activity while watching videos has been described as a passive activity. Watching videos does not put the cognitive senses into any use close to how reading puts it.

Ref: https://infovoresecrets.com/reading-vs-watching-videos-what-science-says/ 

Let’s strive to have fewer meetings. And if a meeting needs to happen, let’s strive not to record and instead take notes of important actions, responsible individuals and the timeline.

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