Have better meetings!

The integrated meeting management tool for Office365 and Outlook 2016.
The real game changer for great face-to-face meetings with results!

See how it works Download from Microsoft Store
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100% RESULTS DRIVEN

From effective agenda setting, efficient meeting management to clear task distribution – yoyomeeting does everything to lead you to great meeting results in time.

MICROSOFT INTEGRATION

Fully integrated in Microsoft Office, all functionalities are exactly where you are! Always at your fingertips, you and your colleagues will truely use it to improve your meetings.

EASE OF USE

It’s easy to use and easy to implement! No additional configuration, no additional piece of software. Just download the Microsoft add-in and go! Absolute self-explanatory!

What our beta testers say:

“We are really happy! We have less meetings now and the ones we have, are way more productive. yoyomeeting was a real game changer for our meeting culture!”

Timothy Huebner, utilities company

WE IMPROVE YOUR MEETING RESULTS

So what exactly is yoyomeeting? It is a meeting management tool (as Outlook add-in) that incorporates best practices for meeting management in your established Microsoft Outlook work environment. We focussed on usabilty and simplicity and yoyomeeting has just one single purpose: getting the most out of your face-to-face meetings.

So instead of creating just another web collaboration software, we help you to improve how you work already. Every day, with your existing routines and the software you already have in place.

The only thing you need to bring to the party, is Microsoft Office 365Outlook 2016 desktop version or Outlook on the Web. By the way, yoyomeeting is also available for Office for Mac.

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A SIMPLE TOOL WITH A BIG IMPACT

Because of so many bad meetings, many companies gave themselves “golden meeting rules” – sometimes even printed on stylish cards placed on the tables to get people to change behavior … until someone needs the space and puts them away.

So instead of appealing to the discipline of your meeting participants (which only lasts for 5 minutes anyway) and over-estimating the change capabilities of humans, let yoyomeeting support the continuous change process of improving meeting quality.

Set time boxes for each topic, define tasks and deadlines, take decisions, and so much more. Finish each agenda item with the question: “Who does what until when?” and finally distribute all meeting results to your participants’ inboxes or favorite groupware tools – before everyone is back on their desk.

Just get real

Get your 30 days absolutely free trial with full functionality and no automatic activation!

Meeting assistance before, during and after your meeting

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Schedule your meeting with Microsoft Outlook

Fully integrated in your existing Microsoft landscape, yoyomeeting integrates perfectly well in your existing working routines and is based on Outlook features you already use.

Q: Why didn’t you develop yoyomeeting as a standalone software?

A: We developed yoyomeeting as add-in for Office 365, Office 2016 and Outlook on the Web, because we think, a new tool for productivity must integrate in your daily business routines instead of making you change your daily habits around a new tool. Otherwise usage will be poor. And if you don’t use it, there won’t be any productivity gain!

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Set an agenda

With a clear agenda for your meeting upfront, you pave the ground for a successful meeting. Don’t surprise your meeting participants with the different topics. Give them the chance to be prepared. With yoyomeeting, it is dead easy to set an agenda.

Q: Why do I need a tool for setting the agenda?

A: With yoyomeeting it is much easier (one click and a line of text) to prepare a good looking agenda item and furthermore, the tool reminds you to do so at all. If everyone would do it already, we would not complain about so many unproductive meetings, right?

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Collect additional agenda topics from your participants

When setting the agenda, you can even ask your participants for additional topics in advance and make them alter the meeting agenda (only if you want to, of course). Furthermore, you can ask them to upload their presentations and other input to “their” agenda item for the meeting.

Q: Why not having a centralized agenda?

A: Especially larger meetings sometimes afford other participants to deliver input to one or more topics before the meeting. With yoyomeeting, it is really easy for the meeting host to collect all the input in one place and everything is there when the meeting starts. But, of course, you don’t have to do it and can also lock your agenda.

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Plan time boxes for each topic

Most meetings generate tangible results only in the last couple of minutes. No matter how long a topic is scheduled, if you have time left, you will use it for discussion. Therefore timeboxing (=limiting the available time for a topic) is a great way to focus your meeting on decisions and results.

Q: Doesn’t timeboxing limit the free flow of ideas?

A: Consider timeboxing in combination with the agenda you send before the meeting. That way, every participant can toss thoughts in her head to form an idea before the meeting has even started. And when you need it, just set the goal of the meeting item to “brainstorming” but even this has a limited time (=time box).

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Upload your presentations and resources

Everyone knows that: When showing presentations in a meeting, there are often technical problems. For example, USB ports are disabled, the cloud server is not available or the plethora of other undisclosed Windows-Mac-compatibility-phenomena. Just upload all documents to the yoyomeeting (and ask your participants to do so too) before the meeting starts and everything is in place to focus your attention on contents instead of technical stuff.

Q: Where are the uploaded attachments stored?

A: Since yoyomeeting is an Outlook add-in, all uploaded documents are stored wherever your other Outlook attachments are stored – be it in Office 365, your desktop Office 2016 or Outlook on the Web.

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Set a goal for each agenda topic

Each topic in your agenda can have a different goal: information, decision, workshop (etc.). Communicate this clearly for each agenda item so you and your participants know what’s the target and you can stay focused.

Q: Does every agenda topic have a goal?

A: Yes, definitely. If not, ask yourself whether you need to have the meeting at all or whether you can decide alone! Wicked fact: Even we from yoyomeeting think, every meeting that’s not taking place, is a good meeting. But if you have a face-to-face meeting, make it worthwhile for everyone.

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Give your meeting the right structure

An agenda is the first great step in boosting productivity. But do not ask too much from yourself and your participants. Plan breaks or a little joke (Dilberts may be suitable) or even a light body exercise to relief stress in your audience. Yoyomeeting will tell you the right timing for the break.

Q: Isn’t that a little bit too much psycho-voodoo?

A: No, we don’t think so. After one hour of meeting, everyone is mentally drained and tired. When you plan only a small distraction after a few agenda topics, you get the juices flowing again and everyone in the room will have new energy – and even fun. In a meeting! The problem: Hardly anyone is aware of the drop in productivity when planning the meeting and therefore is not likely to plan “interruptions” with such, some people would say “nonsense”. But hey, the tool told us to do it, so let’s give it a try. And you will be surprised about the positive effect.

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Assign individual tasks to participants

At the end of every meeting, it should be clear: “who does what until when”. This is the basic meeting management truth everybody knows – and which is constantly forgotten. With yoyomeeting you are strongly reminded in each agenda item to collect tasks and assign them with a deadline.

Q: What happens with the tasks and deadlines after the meeting? 

All tasks, decisions and side issues are part of the automatically generated meeting minutes. So everyone can see who has to do what until when and can set individual follow-ups.

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Record decisions

Most meetings are summoned to make group decisions or to confirm a decision made earlier somewhere else. In yoyomeeting you have an extra section to either take down new decisions raised in the meeting or to show and confirm a decision made earlier (as a decision memo).

Q: What happens with these decisions?

A: They are a prominent part in an extra section of the meeting minutes provided to all participants at the end of the meeting.

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Take minutes on the fly

Instead of collecting unstructured notes to write a decent protocol after the meeting, just record decisions, take tasks and collect side issues on the fly during the meeting and add the tiny rest in your meeting minutes during the meeting. But from our experience, there won’t be a lot left.

Q: Isn’t it disturbing to write long meeting minutes during the meeting?

A: That might be the case with unstructured meeting minutes. With yoyomeeting you can take and distribute tasks and decisions in seconds and the same goes with side issues. Only the tiny rest of the meeting minutes are needed to be taken down (if at all). That way, taking minutes is a quick and highly structured task that does not afford a lot of time or effort.

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Collect side issues to stay focused

During a discussion, participants sometimes raise other relevant issues, which should not be forgotten, but cannot be closed in the current meeting. No problem, just put it on the list of side issues and assign it to someone who takes care of it in the follow-up of the meeting.

Q: How does this list of side issues help in the meeting?

A: Remember the time boxes and your meeting goal? Don’t get distracted! Side issues are important – but not now and somewhere else. They are assigned and furthermore listed in the meeting minutes provided at the end of the meeting. So, all’s good!

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Use time boxes to focus

You have already set a time box for the meeting and each agenda item in the meeting invitation. Now yoyomeeting supports the meeting host to keep it. A prominent clock counting up for the whole meeting and each topic (note: clock can be switched on and off for certain meeting types). Thus, everybody sees the time remaining and gets to the point.

Q: Isn’t it creating too much pressure to see a counting clock in front of you.

A: In the beginning, it might be disturbing for some but also a challenge for the group to keep the scheduled time. Finishing the meeting in time becomes a new “meta goal” and it will train your meeting skills. After a while everybody will be happy to experience meetings finishing on time and not having the rest of the day trouble to catch up the schedule for the day.

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Attach files, documents and photos

A lot of meetings generate results on paper (e.g. flip charts). Just take a photo and upload it or save the document in the meeting minutes in yoyomeeting. All added resources will be distributed with the meeting minutes at the end of the meeting.

Q: Can I also change attached documents from the agenda?

A: Of course, just open the attached document from the agenda, work in it and save it a s an updated version or a new document.

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Meeting minutes? Already done!

Because of the structured meeting minutes, you have taken during the meeting, the documentation of all the important stuff is already done. Just select the formats for tasks, decisions, side issues and the tiny rest of the prose to be sent to your meeting participants – and they will receive it before they are back at their desk.

Q: What happens to the meeting results after the meeting?

A: You distribute everything right from the add-in to the participants and other selected recipients or store it in a shared space (e.g. Microsoft Teams), but we do not store anything in your Outlook.

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Who should get the meeting results?

In yoyomeeting you can, of course, record who attended the meeting and whether these people should get the meeting results in the follow-up. On the other hand, you can add more recipients who should get the meeting results as information.

Q: Why not send meeting results to certain recipients?

A: Sometimes people from outside the company take part in the meeting or a personal assistant organizes the meeting but does not take part. Those colleagues maybe should not get the whole meeting contents so they can be blocked here from the recipients list.

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Distribute personal tasks

Instead of having a long list of tasks buried in a meeting protocol, yoyomeeting sends individual tasks to the responsible person in the preferred format. No task will ever disappear since it is assigned to one person without any distraction.

Q: Why not just have it in the meeting protocol?

A: Experience show, that in most companies we talked to, hardly anyone reads meeting protocols (by the way, that’s why we stripped the meeting minutes to a minimum and focused on the tangible results documentation). Therefore, we separate the tasks in the right format, usable for the responsible people without all the ballast of other text.

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Save agenda template for re-use

When you have recurring meetings with the (more or less) same agenda, just save an agenda as a template. That way, you can load it when preparing for the next meeting and just update the agenda to your needs.

Q: Can I alter the agenda template when I re-use it?

A: Yes, of course. You just load the agenda template and add, delete or rename agenda items, attach new documents or change time boxes as you need it.

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Retrospect of meeting quality

We want to help you to get better with every meeting. And we want to set a trigger to do a quick retrospect with your other participants to rate the meeting. Are you on time? Did you achieve what you wanted? Celebrate yourself or find aspects to improve.

Q: The meeting is over! Why bother?

A: It takes less than a minute to create a positive feeling of solving problems together and moving forward. This improves your meeting culture but also the overall culture for collaboration within the company.

Affordable pricing for single users and companies

PAY PER USER
2,50
PER USER/MONTH

  • 30 Days Free Trial
  • Office 365 add-in
  • Outlook 2016 add-in (download)
  • Outlook on the Web add-in
  • Outlook for Mac add-in
  • Monthly cancellation
  • Secure hosting in Microsoft cloud
  • Data protection according to European Privacy Act
  • Secure registration and payment on Microsoft store
COMPANY LICENSE
POA
FIXED PRICE PER YEAR

  • Starting from 200 single users
  • Individual pricing plan and billing options
  • Multiple currencies available: €, $, £,
  • Office 365 add-in
  • Outlook 2016 add-in (download)
  • Outlook on the Web add-in
  • Outlook for Mac add-in
  • Secure hosting in Microsoft cloud in your area
  • Data protection according to European Privacy Act

Other cool features you should know

SECURE MICROSOFT PAYMENTS

In the single user plan, all payments will be processed by Microsoft. You buy and download yoyomeeting from the Microsoft Store. Thus you have the maximum security for your payments.

SECURE HOSTING

Hosted on Microsoft Azure, we have the maximum scalability and reliability for the add-in with a fast user experience, automated backups and maximum protection for your data.

WHO NEEDS A LICENSE?

At least the meeting host and the agenda contributors need a license to boost your meeting. But it works completely well when some participants do not have the add-in.

MADE FOR CHANGE

You get more than a software tool. In our UX design process we incorporated behavioral science aspects to trigger a change of meeting habbits, routines and culture.

READY TO USE

yoyomeeting is a cloud service and add in for Microsoft Outlook, perfectly easy to use. You have no ramp up, no software training or IT restrictions … Just register and get going!

EUROPEAN DATA PRIVACY

Our company is based in Germany and all our services are hosted on Microsoft servers in the European Union. All software and hosting applies to the EU Privacy Act.

Boost your meeting results

The results speak for themselves – so we don’t have to spam your mail address!