Lead designer. Interaction & Visual Design
Meeting spaces are a centralized place for facilitating pre, during and post meeting activities. They make collaboration efficient by helping create a structured meeting, by simplifying content sharing and by enabling easy followups.
Meetings are typically run inefficiently. Technology is as much a hindrance as it is an enabler of online meetings. Documenting the information shared during meetings, creating action items and tracking their progress requires real effort. No wonder most users want to avoid meetings.
Analysis of the activities around meetings
A quick analysis of tasks done before, during and after meetings reveals that a lot of information flows between the three stages.
Set up agendas
Share pre reading material
Find the best time to meet
Take notes & action items
Quickly & easily share material
Keep the meeting on track
Keep all attendees engaged
Send notes & action items
Send recordings & transcripts
Set up follow up meetings
FINDING THE BUSINESS OPPORTUNITY
Jobs to be done
The UX research team conducted extensive research into the way people work and identified their biggest unmet collaboration needs. These needs were then categorized using the ‘Jobs to be done’ survey framework. In a nutshell, “the most important & the least satisfied need = biggest opportunity”.
Immediate business need
In response to the commoditization of the online collaboration market, the business goal was to increase GoToMeeting's daily active use and make the product sticky. Another goal was to identify opportunities for cross selling other Citrix products like 'Sharefile'.
The blank canvas approach: In order to support the meeting workflow holistically, we zeroed in on creating a system that allowed plugging in different modules on a blank canvas called a "Meeting Space". A virtual space is created for each meeting that can hold all the meeting artifacts and, most importantly, live beyond the meeting event time.
1. Demos & presentations: Mark, a design consultant, needs a way to easily share meeting notes and recordings with his external clients. Meeting Spaces allows him to efficiently disseminate his ideas and plans, building his reputation with clients and saving both time and money.
2. Internal team collaboration: Nishant, a project manager, needs a way to record discussions and capture actions items and decisions. Meeting Spaces allows him to archive vital information, protecting him from discrepancies in record and allowing easy and efficient transcription and translation.
Using a ‘Kano Survey Method’, we validated our hypothesis early on.
- 49% respondents thought the feature would be delightful to use.
- 14% thought they will be dissatisfied if this feature was not available.
I also interviewed 6 users.
“I would use it for sales meetings, contract reviews - storing and sharing versions of documents.”
Seems like a good feature to use when collaborating, or doing workshops.
We have several scheduled persistent meetings within our company and with our customers. Each of our Managed Service Customer Quality meeting will have its own meeting room. Also our weekly sales meetings as well as product management team meetings will have their own rooms. I would also use it on sales projects on which we are finalizing the contract and delivery documentation together with the customer.
One more use is for customer specific software development project meetings..