Meeting assistance before, during and after your meeting

Read below how the yoyomeeting add-in for Microsoft Office can help to improve your meeting quality before, during and after your meeting.

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!

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?

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).

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). 

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.

Take minutes on the fly

Instead of collecting unstructured notes in prose, 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.

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.

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.

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.

Assign individual tasks to participants

Every meeting must end with the question: “Who does what until when?”. This is the basic meeting management truth everybody knows – and which is constantly forgotten. yoyomeeting takes care, you don’t forget!

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.

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.

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.

Meeting minutes? Already done!

With the efficient meeting minutes tool, recording meeting results is most easy (and almost automated)! Only select the format, in which the results should 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.

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 clutter.

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.

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.

Save agenda template for re-use

For 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 items 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.

Pricesless, but affordable

Check the prices: it’s more affordable than you think!