Meeting Management System 

CEO Candy Wrapper decided to go to war on how meetings were managed (or mis-managed) at ABC Suites!

She was concerned that:

1. There were too many meetings
2. Meetings were too long
3. They were poorly planned and poorly managed with no clear agenda
4. Staff would often be invited at the last minute which was extremely disruptive and disrespectful of their time - particularly when meetings ran over the stipulated end time.
5. Minutes were put out too late so one couldn't challenge their accuracy
6. There was very little follow-up in terms of the tasks and actions agreed at the meetings
7. Meetings would more often than not result in 'another meeting' which was a sign that decisions were not being made when they should be
8. Records of meetings (Agenda, Attendance Register, Minutes) were all over the place and difficult to access when needed.

Candy believed, quite rightly, that improving the Meeting Management culture would have a huge impact on Productivity & Performance!

She was very pleased to discover that one of the standard features in Epic was a comprehensive Meeting Management tool - she adopted this and given the immediate impact it quickly became the standard process for ALL meetings in the Company

All meetings now have to adhere to a strict process and format that is guided and enabled in Epic. It was agreed that no meeting should run over 30 minutes! It was surprising how quickly attendees got down to the business on hand when there was limited time.

In addition, all meetings have to have a clearly identified purpose & agenda. Attendees (internal and external) are invited timeously & any required reading is available, along with the agenda, for attendees to view prior to the meeting so that they come fully prepared.

What was particularly impressive for Candy is the fact that Minutes can be captured live, in real time. This means that attendees can challenge the minutes which can then be edited to reflect more accurately what was agreed

Tasks and action items arising out of the meeting are now assigned to the relevant individuals, with deadlines, on the Epic Platform so everyone is held accountable.

Of particular importance is the fact recordings of meetings can be uploaded in Epic for transcription as well as an AI enabled summary of the meeting which can also be used for Minutes. The transcript, and summary, is immediately available to all attendees who have quick access to a history of meeting records at the click of a button.

This has not only dramatically improved the impact of meetings but has saved enormous amounts of valuable time for managers and staff to do their jobs - Focussing their energy on Customer solutions, R&D Projects, Production improvements etc.