The Meeting Lifecycle

PG Bartlett | January 21, 2016

To help ensure that our product roadmap addresses every stage of a meeting and to zero in our customers’ needs when developing the EMS product, we created the meeting lifecycle. I thought it would be helpful to share this lifecycle and the vision we’re using to make each stage a great experience for our users.

The Meeting Lifecycle

The lifecycle of a meeting = schedule, service, host, attend, follow up. Tweet

Schedule: Whether the user is scheduling a meeting, setting up an event, or reserving a workspace, the process should be as simple as possible — even while supporting complex coordination of services. In our vision, EMS knows the preferences, habits, and location of each user so that the system can automatically suggest the best fit for their needs — and even anticipate users’ needs before they ask.

Service: Customer satisfaction depends on delivering the right services to the right place at the right time. In our vision, EMS provides instant visibility about service deliveries to everyone concerned, from the service provider to the event manager to the meeting host. In addition, EMS helps everyone communicate when things change or go wrong — and even before they go wrong.

Host: Sometimes meetings run long, which leads to last-minute scrambles to extend the room reservation or find another room nearby. Our software should make those last-minute changes as simple as possible.

One of the reasons meetings run long is because they get started late. The confusing and complicated technologies that support meetings often have people scrambling to get things up-and-running. Whether it’s a video conference, web conference, phone conference, or an entirely in-person meeting with visuals, meeting room technologies seem to conspire against the goal of smoothly starting and executing a meeting. We want our software to help you master these technologies by eliminating the time to learn and operate them.

Attend: Attending a meeting should be simple, but when things change or complexities arise, we want our software to understand your situation and respond appropriately. For example: are you attending in person or remotely? Did you expect to attend in person but encounter a delay? Are you looking for a meeting room that you’ve never or rarely visited? Did the meeting room or login change five minutes before the start of the meeting? These are the sort of situations that can turn a meeting into a problem, and we aim to prevent the problem in the first place.

In our vision, EMS knows the preferences, habits, and location of each user so that the system can automatically suggest the best fit for their needs — and even anticipate users’ needs before they ask.

Follow up: One of our primary goals is to help our customers optimize their use of space. To serve that goal, we offer a vast range of reports that show how space is being utilized. But in addition to knowing what has happened within a space, our customers also want to know what’s likely to happen if current trends continue. And if current trends point to a problem, our customers want to know what they can do to avoid that problem. We plan to increase our software’s capabilities in this area so that our customers never experience an unexpected shortage or surplus of space.

By defining and addressing every stage in the meeting lifecycle, our software helps organizations increase productivity, attract and retain people, reduce costs, and differentiate their brands.

How well does our thinking line up with your needs? Please tell us in the comments section below.

To learn more about what steers our product development, read the EMS Product Development Principles and Focus blog.

PG Bartlett
written by PG Bartlett, Vice President of Product

As EMS Software’s Vice President of Product, PG has responsibility for product strategy, product management, product development and product support. His focus is to deliver maximum value to customers through software that’s simple, fun and empowering. PG is dedicated to excellence and presents a user-focused and experience-driven vision for EMS products.

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