that revolutionises the way meetings are documented.
In the past few years, we witnessed an unplanned but drastic revolution in our meeting culture. Global events, as well as technological development, allowed workers across the board to change their approach to meetings. Whether working from home or the office, people now use digital tools more than ever before.
We may wonder if the change in meeting format affected productivity. Here is a series of mind-opening statistics that show us that we still have a long way to go before we achieve efficient and productive meetings.
More online meetings are taking place than ever before. Between 2020 and 2021, surveys have shown an increase of almost 70 % in meeting with 85% organised remotely. Employees participate in an average of 8 meetings per week. This number jumps to 17 online meetings each week for leaders in high-tech sectors. It becomes a critical topic for organisations to find efficient ways to structure and organise such a number of meetings.
This fast expansion is being fuelled by a collaborative, connected workforce. Virtual meetings now account for more than a third of all meetings. Participants can join from their offices, on the road, or from any place with an internet connection.
However, attending a meeting does not always mean being attentive to the discussion. In fact, it has been shown that 3/4 of attendees are multitasking on average in meetings. This number often goes up to 90%. Given that a study found in 2010 that only 2.5% of people are able to multitask efficiently, it leaves the vast majority of the others who are attending meetings in an inefficient way. We can recognise a lack of attention across meeting that lead to a loss of productivity across the value chain of a company.
Additionally, many online conferencing options are insufficient for an agile team. 30% of salespeople say that their web conferencing technologies are impeding rather than helping them close deals.
On another note, average-sized teams in an organisation typically meet 10 times per week, and 4.6 hours per week are spent on meeting preparations and following up with action items. What’s the result? Well, 67% of employees report that more than half of the virtual meetings they attend are not of value. After investing time and effort, meetings are still not productive.
What could be the reasons for this lack of productivity? Few may say that it could be due to logistical reasons such as late meeting start times (95% of online meetings start late!) due to technical glitches, insufficient internet connection, and software issues.
Another reason could be the lack of efficient and user-friendly productivity tools that would help attendees follow the conversation with a protocol, organise task and their calendars. Documenting what you talked about, whether you call them meeting notes or meeting minutes, is an important element of running productive meetings.
We have all been in that situation. You're in a meeting and contemplate taking notes, but then decide, "I'll remember this." You have no recollection of the point you almost typed down an hour later. It's not just you—humans retain extremely little knowledge during meetings, whether they're paying attention or not. Your memory will fail you, but your meeting notes will stand the test of time. With brief and precise notes, you will remember 100% of the facts you discussed during the meeting. After a day, you'll have forgotten about 40% of what you learned. 77% will be forgotten after 6 days, and so on. The longer time passes, the more you will forget. That means that if you have a meeting on Friday, you'll have forgotten almost everything by Monday!
Taking and reviewing notes. However, this job requires a designated person to be employed as a meeting “note-taker”. But, this also comes with a few challenges, like:
- Too much information is given by participants as in you hear a lot of opinions, and concerns from different people that feels important, all the while getting farther and farther away from the main points of the meeting. That is all well and good, but not when it derails the discussion and moves it away from the main topic.
- Difficulty in understanding the conversation due to various factors such as accents and dialects, poor internet connectivity leading to disruption in the audio quality, misunderstanding/misinterpreting information among meeting attendees, etc.
- Poor task management: if the main purpose of a meeting is to find a way to fix problems and if you haven’t followed through with the action items then what was the point of the meeting?
It is with all these problems in mind that DocVox’s team developed their smart meeting assistant. Our main mission is to allow you to document your meetings without even typing.
Offload all the note-taking responsibilities to DocVox!
DocVox offers an easy-to-use web application (also available on desktop if desired) that joins your meeting in a few clicks. Once attendees give their consent, the solution starts working in the background. While keeping the sensitive data safe, it records and transcribes the discussion. The AI-powered algorithm assistant analyses the transcript and through various protocols, recommends the user meeting notes, todos, and even future calendar events.
When creating your meeting notes, there’s no need to start from scratch! With DocVox, users will have the possibility to take their own notes during the meeting with a predefined meeting notes template. All meetings can be accessed afterward and analysed to guarantee no loss of information.
Meeting productivity relies on whether action items get executed. With DocVox, the meeting assistant will be able to recommend tasks based on the discussion. The app will also synchronise with task management tools to allow users to export their to-dos and seamlessly integrate them into their workflow.
To sum up, DocVox works with a three-step process: