Increasing Conference Efficiency Using Computer Aided Meetings Systems

A great deal of time is spent by senior Managers in meetings and managing meetings is a popular discussion topic on many senior management training courses. So any tool that can be implemented to improve the effectivness of business meeting is to be welcomed. Many senior managers continue to run all their meetings on a face-to-face basis, but an increasing number are now using the so-called Electronic-Meeting-Systems (EMS) for their conferences. Their experience of using EMS is extraordinarily positive. Managers report that the length of their meetings is shortened. In addition, they say that participants are distinctly more creative and so there is more time in the meeting to deal with complex subjects.

Nowadays, a distinction is made between two types of Electronic-Meeting-Systems.

In the Keypad-Voting-System the necessary hardware comprises a personal computer, keypad and a large screen. The system can be used outside the company because it is easy to transport - for example in hotels or in the customer's company.

In contrast, the Workstation-System comprises a number of networked PCs. The Workstation-System is less transportable and more expensive. Workstation systems are suitable for more demanding use, such as mindmapping sessions or brainstorming.

The basic idea behind both systems is that conference participants deliver their contribution by computer, rather than verbally. According to the experts, this has the following decisive advantages:

The conference participants are more open and creative, because their suggestions, opinions and assessments remain anonymous.

Each participant can state his/her opinion uninfluenced and freely, which means more realistic assessments and decisions.

The time is used more effectively since EMS does not allow digression and an endless discussion of unimportant points.

Sales people are far more willing to participate in meetings, because they feel that they have equal rights and see productive results.

Within the group constant and immediate feedback leads to swift consensus.

Straight after the end of the conference each participant can pick up a complete record of the contributions and results.

EMS can be used in various different areas.

Client hearings: knowledge about customers' long-term wishes, their criticisms of current products and their suggested improvements are very important to every business. In the experience of the specialists, customers are enthusiastic about EMS and are committed to working with it. It is usually the Keypad-Voting-System that is used, because client hearings are usually held in the client's company.

Quality assessments: employees from sales, marketing, development and production discuss the quality of products and services. EMS asks a range of questions, which, with the help of a point assessment system, the conference participants answer.

It is suggested that you proceed in the following four steps if you decide to introduce EMS into your company,:

Acquire EMS: Focus on mobility, your computer knowledge and your budget. If you have a small budget, only have a basic knowledge of computers and need a high degree of mobility you should definitely opt for the Keypad-Voting-System. Experienced computer users who have high demands would be better purchasing the Workstation-System.

Test the EMS internally to begin with. Test it in your department and get used to the workings of the system. Find out what assets EMS will bring to your organisation. A computer-assisted Meeting-System requires the same thorough preparation for the conference as is taught for conventional meetings on management training courses: fixing an agenda and clearly defining goals.

After the test phase, officially introduce EMS into the company. Make a point of using it in meetings that always go on for too long or which tend to be dominated by one or two people.

Communicate within the company the advantages of EMS. Promote spreading the news by word of mouth and insert a report about it in your company magazine or in a circular.

Finally, be patient with all these steps. As with any change, it can take several months for EMS to become a generally recognised instrument within a large company. A good change management training course can help overcome any resistance.


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Richard Stone is a Director for Spearhead Training Limited that runs management training programmes aimed at improving business performance.