Improving Meeting Management for Your IT Department (Concurrency Corporation)

Improving Meeting Management for Your IT Department

(Concurrency Corporation)

ContentsExecutive SummaryCurrent State AnalysisFuture State AnalysisBusiness CaseAdoption & Implementation PlanningNext Steps

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Background

A consumer product development company currently faces a number of challenges related to the scheduling and conduct of its quarterly departmental review meetings, including:

Employees distributed across three continents (North America, Europe, Australia)Difficult to coordinate scheduling of meetings to maximize attendanceDifficult to identify local presenters or appropriate external subject matter experts (SMEs) to lead meetings and meeting segmentsSignificant costs incurred for both travel costs and lost employee productivity

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Engagement ParticipantsParticipant Name Department Role

(name) (department) (title)

(name) (department) (title)

(name) (department) (title)

(name) (department) (title)

(name) (department) (title)

(name) (department) (title)

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Executive SummaryConcurrency proposes expanding upon your current Office System deployment to enable robust remote meeting management and execution for the department’s quarterly departmental review meetingsVirtual departmental review meetings will significantly decrease associated employee productivity loss and training costs while maintaining or improving the IT departmental meeting experienceImplementing the proposed virtual departmental review meetings will provide you with:

80% decrease in travel costs associated with review meetings20% increase in attendee satisfactionEstimated cost savings of $235,000 per year

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Executive Summary

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ContentsExecutive SummaryCurrent State AnalysisFuture State AnalysisBusiness CaseAdoption & Implementation PlanningNext Steps

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Process Phase Description

Identify and review topics and audiences for quarterly review meeting and determine possible meeting dates

IT staff contacts presenters and potential attendees to determine scheduling availability; sets meeting date based on responses

Attendees from various geographic regions travel to headquarters for review meeting

Attendees participate in quarterly departmental review meeting

Key Stakeholders

• IT Manager• IT Staff

• IT Staff• Presenter• Attendees

• IT Staff• Presenter• Attendees

• IT Manager• IT Staff• Presenter• Attendees

High-Level Problems Identified

•Difficult to identify local presenters or appropriate external subject matter experts (SMEs) to lead meetings and meeting segments

•Long lag time to receive response from potential presenters

•Difficult to set meeting dates without a number of scheduling iterations

• Loss of employee productivity by taking attendees away from their jobs

• Increased burden on attendees to coordinate travel planning

• Attendance targets often fall short of goals

•Significant travel costs

Impact

•Most knowledgeable presenters not always identified and invited

• Increased time and resources required to coordinate meeting logistics

•Significant travel cost•Cost of lost productivity

•Decreased review meeting effectiveness

Current State Process Analysis

Plan Quarterly Review Meeting

Coordinate Attendance

and Logistics

Travel to Review Meeting

Conduct Review Meeting

Departmental Review Meeting Process Phases – Analysis Summary

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Current State Process Diagram

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Current State Process Diagram

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ContentsExecutive SummaryCurrent State AnalysisFuture State AnalysisBusiness CaseAdoption & Implementation PlanningNext Steps

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Future State Process AnalysisDepartmental Review Meeting Process Phases – Analysis Summary

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New Process Phase Description

Identify and review topics and audiences for quarterly review meeting and determine possible meeting dates

IT staff schedule review meeting using access to shared calendars for attendees and presenters

Attendees participate in review meetings virtually using Live Meeting; travel eliminated

Attendees participate in quarterly departmental review meeting

Key Stakeholders

• IT Manager• IT Staff

• IT Staff• Presenter• Attendees

• IT Staff• Presenter• Attendees

• IT Manager• IT Staff• Presenter• Attendees

High-Level Improvements

•Shared calendaring / presence awareness to determine resource availability, including with external partners

•Simplified communication and coordination with potential presenters through IM and integrated telephony

•Shared calendaring / presence awareness to determine resource availability

•Replace attendee travel with virtual meeting

•Conduct meeting virtually with enhanced remote access

•Consolidate meeting content in online document repository for future reference / access

•Post meeting notes and action items to shared team site to facilitate information sharing

Impact / Benefit • Improved presenter participation

•More robust issue coverage leads to better quality quarterly business review meetings

•Elimination of scheduling iterations through shared calendaring

•Significant decrease in costs with attendee and presenter travel

• Increased attendee and presenter productivity before and after review meetings

• Virtual quarterly review meetings reduce burden on attendees while maintaining quality of interaction and engagement during meeting

•Decreased communication infrastructure costs

Plan Quarterly Review Meeting

Coordinate Attendance

and Logistics

Travel to Review Meeting

Conduct Review Meeting

LevelOfComplexity

Low

High

High

Low

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3 5

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Value to Business

Prioritized Process Solutions

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Consolidate meeting content in online

document repository for future reference / access

(SharePoint Server 2010)

Replace attendee travel with virtual meetings for Quarterly Departmental

Reviews(Office Live Meeting)

Shared calendaring / presence awareness to

determine resource availability

(Exchange Server 2010)

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Improved communications through IM and integrated

telephony(Office Communications Server 2007

R2)

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Future State Process Diagram

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Future State Process Diagram

ContentsExecutive SummaryCurrent State AnalysisFuture State AnalysisBusiness CaseAdoption & Implementation PlanningNext Steps

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Anticipated Benefits - ProcessID Process Phase

Improvement Description

Benefits Technology Leveraged

KPI Impact(s)

Affected Stakeholders

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Plan Quarterly Review Meeting

•Simplified communication and coordination with potential presenters through IM and integrated telephony

•Improved presenter participation

•More robust issue coverage leads to better quality quarterly business review meetings

•Office Communications Server 2007 R2

•Exchange Server 2010

• 66% decrease in elapsed time

•49% decrease in planning labor

•IT Manager•IT Staff

2Coordinate Attendance and Logistics

•Shared calendaring / presence awareness to determine resource availability

•Elimination of scheduling iterations through shared calendaring

• Exchange Server 2010

• 87% decrease in elapsed time

• 80% improvement in labor

• IT Staff• Presenter• Attendees

3Travel to Review Meeting

•Replace attendee travel with virtual meeting

•Significant decrease in cost of training associated with attendee travel

• Increased attendee productivity

•Office Live Meeting •80% decrease in training cost per attendee

• IT Staff• Presenter• Attendees

4Conduct Review Meeting

•Conduct meeting virtually with enhanced remote access

•Consolidate meeting content in online document repository for future reference / access

•Post meeting notes and action items to shared team site to facilitate information sharing

•Virtual quarterly review meetings reduce burden on attendees while maintaining quality of interaction and engagement during meeting

•Office Live Meeting•Office Communications Server 2007 R2

•Exchange Server 2010

• 20% increase in attendee satisfaction

• IT Manager• IT Staff• Presenter• Attendees

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Anticipated Benefits - Financial

ID Process Phase

Improvement Description Estimated Revenue Increase

Estimated Cost Decrease

Total Benefit

1 Plan Quarterly Review Meeting

•Simplified communication and coordination with potential presenters through IM and integrated telephony

- $60,000 $60,000

2Coordinate Attendance and Logistics

•Shared calendaring / presence awareness to determine resource availability

- $100,000 $100,000

3 Travel to Review Meeting

•Replace attendee travel with virtual meeting - $50,000 $50,000

4 Conduct Review Meeting

•Conduct meeting virtually with enhanced remote access

•Consolidate meeting content in online document repository for future reference / access

•Post meeting notes and action items to shared team site to facilitate information sharing

- $25,000 $25,000

Total Estimated Benefits $235,000

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Anticipated Costs

Cost Area Component One-Time Costs Ongoing-Costs

Software Additional CALs $6,500 -

Hardware N/A - -

Training IT Staff Training $20,000 -

Deployment Solution roll-out and implementation $150,000 -

Other N/A - -

Total $176,500 N/A

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ContentsExecutive SummaryCurrent State AnalysisFuture State AnalysisBusiness CaseAdoption & Implementation PlanningNext Steps

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Adoption & Implementation Planning Summary

ID Improvement Description

Resources Required Implementation Owner

Additional Stakeholders

Notes

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Replace attendee travel with virtual meetings for Quarterly Departmental Reviews

•Volunteers for pilot testing• IT staff to oversee roll-out and communication

• IT department resources for solution development and/or project management

• IT Manager

• IT Staff• Presenter• Attendees• IT Department

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Shared calendaring / presence awareness to determine resource availability

• IT department resources for solution development and/or project management

•Volunteers for pilot testing• IT Department

• IT Manager• IT Staff• Presenter• Attendees

3

Improved communications through IM and integrated telephony

• IT department resources for solution development and/or project management

•Volunteers for pilot testing• IT Department

• IT Manager• IT Staff• Presenter• Attendees

4

Consolidate meeting content in online document repository for future reference / access

• IT staff to oversee roll-out and communication

• IT department resources for solution development and/or project management

• IT Manager

• IT Manager• IT Staff• Presenter• Attendees

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Project Plan

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Potential Adoption RoadblocksStakeholder Group

Anticipated Resistance to Change Degree to which Resistance will Limit Initiative Success

Mitigation actions

Technical

ITAbility for existing infrastructure and systems to deliver on solution

Low

•Use latest platform• Pilot test new hardware and solutions prior to full roll-out

IT StaffPotential resistance to using new tools perceived as complicated or too hard.

Mid

•IT specific training and demonstrations in context of process

•Effective two-way communications

Cultural

PresenterPerception that virtual review meetings will be less valuable than in-person meetings

High

•Reward involvement•Link to PDP•Highlight cost and time savings

• Document value after first attempt and actively gather any improvement suggestions

AttendeesPerception that virtual review meetings will be less valuable than in-person meetings

High

•Reward involvement•Link to PDP•Highlight cost and time savings

•Document value after first attempt and actively gather any improvement suggestions

IT StaffConcern that proposed changes could increase workload

Low •Highlight position specific cost and time savings

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Adoption Roadblock Mitigation Actions by StakeholderAdoption

Category IT Staff Presenters Attendees

Awareness

Awareness generating communications via email, newsletters, manager meetings, etc., targeted to stakeholder group and concerns

Awareness generating communications via email, newsletters, manager meetings, etc., targeted to stakeholder group and concerns

Awareness generating communications via email, newsletters, manager meetings, etc., targeted to stakeholder group and concerns

Value Demonstration

Demonstrate both improvement in productivity through quick hits and quick wins; also show overall process improvements and estimated financial impact for company. Provide useful tactical training to support roll-out.

Emphasize value to company as well as importance of pilot-testing; provide case studies and whitepapers related to virtual training to demonstrate how other companies have successfully implemented solution

Demonstrate value of reduced travel; provide training materials and session on use of Live Meeting as needed.

Integration & Alignment

Ensure proposed solutions/ initiatives are aligned with both with business and IT strategy and direction

Ensure proposed solutions/ initiatives are aligned with both with business and IT strategy and direction

Ensure proposed solutions/ initiatives are aligned with both with business and IT strategy and direction

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ContentsExecutive SummaryCurrent State AnalysisFuture State AnalysisBusiness CaseAdoption & Implementation PlanningNext Steps

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Next StepsReview presentation and proposal with decision maker(s) and stakeholders for approvalConsider an Exchange Deployment Planning Services (EDPS) follow-up engagementExecute work order for projectSchedule kick off meeting for week of _____ and weekly status meetingsPropose schedule:

A) Deadlines for initial milestones, orB) Date to finalize initial milestones

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