We live in a tech-enabled world, and there are now a range of gadgets, software programs, and other things that you can use to empower your meetings and make them more effective. Think of it this way, the difference between a good meeting and a bad meeting can be the difference between a great product launch and a poor product launch, or a successful project and a failed project.
Whatever you’re trying to accomplish, you need to take your meetings seriously. By using the right tools and technologies, you can greatly increase the effectiveness of your meetings, which can have a big impact on your company’s own success.
Tap into the cloud
Cloud storage can be a real lifesaver. Did you put your presentation on your flash drive, only to realize you left your flash drive plugged into your computer at home? Or maybe it simply vanished, flash drives seem to do that often enough. What if a client or investor requests some materials that you used in meetings past, and you simply don’t have it on your computer or flash drive?
Cloud storage will allow you collect all of your important documents in one online repository. This way, you can access your documents from any device hooked up through the Internet (good meeting hosts, by the way, will have strong Internet connections). Cloud storage can be a real lifesaver if and when you have to hunt down particular documents and materials while on the go.
Use Bluetooth enabled tools
Apple TV and Chromecast, among other software programs and devices, can make meetings and presentations much easier to manage and present. With a Bluetooth enabled device you can display documents, videos and other materials wirelessly and put them up on screens and projectors. You can also control these presentations wirelessly. So make sure you consider integrating these tools into your presentation.
Not sure how to go about it? Ask the experts at the company you’re renting a venue from. At Carlsbad, we introduce people to helpful new technologies all the time and can help them figure out how to best run a meeting. Sometimes, we can even loan you the necessary devices, or help you enable your own devices.
Record your meetings
Recording your meetings is one of the most helpful steps you can take, but we find that many people often “don’t bother”. Seems like a hassle, and some people simply don’t like being recorded. Regardless, being able to reference your meetings later on can really help.
There are many tools you can use to record your meetings, including your smartphone. Google Hangouts, Podcast, and other tools can turn your smartphone or other device into a recording machine. You can also check out the app store for your device and find a recording software solution that suits your needs.
Meeting agenda and meeting minutes
We always recommend that you compile a tight, well-written set of meeting minutes to send out to attendees afterwards. This way, you can re-engage the people you met with, provide documentation of the meeting and the major points (often reminding people of their responsibilities), and provide records to reference in the future.
Meeting minutes can be a bit tedious to put together, especially if you’re not a pro at doing so. Luckily, there are a range of helpful meeting minute tools, such as Minutes.io, MeetingBooster, and Less Meeting. Make sure you check these tools out!