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Improving Meeting Management for Your IT Department. (Concurrency Corporation). Contents. Executive Summary Current State Analysis Future State Analysis Business Case Adoption & Implementation Planning Next Steps. 2. Background.

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Presentation Transcript
contents
Contents
  • Executive Summary
  • Current State Analysis
  • Future State Analysis
  • Business Case
  • Adoption & Implementation Planning
  • Next Steps

2

background
Background

A consumer product development company currently faces a number of challenges related to the scheduling and conduct of its quarterly departmental review meetings, including:

  • Employees distributed across three continents (North America, Europe, Australia)
  • Difficult to coordinate scheduling of meetings to maximize attendance
  • Difficult to identify local presenters or appropriate external subject matter experts (SMEs) to lead meetings and meeting segments
  • Significant costs incurred for both travel costs and lost employee productivity

3

executive summary
Executive Summary
  • Concurrency proposes expanding upon your current Office System deployment to enable robust remote meeting management and execution for the department’s quarterly departmental review meetings
  • Virtual departmental review meetings will significantly decrease associated employee productivity loss and training costs while maintaining or improving the IT departmental meeting experience
  • Implementing the proposed virtual departmental review meetings will provide you with:
    • 80% decrease in travel costs associated with review meetings
    • 20% increase in attendee satisfaction
    • Estimated cost savings of $235,000 per year

5

contents1
Contents
  • Executive Summary
  • Current State Analysis
  • Future State Analysis
  • Business Case
  • Adoption & Implementation Planning
  • Next Steps

7

current state process analysis
Current State Process Analysis

Departmental Review Meeting Process Phases – Analysis Summary

8

contents2
Contents
  • Executive Summary
  • Current State Analysis
  • Future State Analysis
  • Business Case
  • Adoption & Implementation Planning
  • Next Steps

11

future state process analysis
Future State Process Analysis

Departmental Review Meeting Process Phases – Analysis Summary

12

prioritized process solutions
Prioritized Process Solutions

High

5

  • Improved communications through IM and integrated telephony
  • (Office Communications Server 2007 R2)
  • Shared calendaring / presence awareness to determine resource availability
  • (Exchange Server 2010)

Level

Of

Complexity

  • Replace attendee travel with virtual meetings for Quarterly Departmental Reviews
  • (Office Live Meeting)

3

Consolidate meeting content in online document repository for future reference / access

(SharePoint Server 2010)

Low

1

5

1

3

High

Low

Value to Business

13

contents3
Contents
  • Executive Summary
  • Current State Analysis
  • Future State Analysis
  • Business Case
  • Adoption & Implementation Planning
  • Next Steps

16

contents4
Contents
  • Executive Summary
  • Current State Analysis
  • Future State Analysis
  • Business Case
  • Adoption & Implementation Planning
  • Next Steps

20

contents5
Contents
  • Executive Summary
  • Current State Analysis
  • Future State Analysis
  • Business Case
  • Adoption & Implementation Planning
  • Next Steps

25

next steps
Next Steps
  • Review presentation and proposal with decision maker(s) and stakeholders for approval
  • Consider an Exchange Deployment Planning Services (EDPS) follow-up engagement
  • Execute work order for project
  • Schedule kick off meeting for week of _____ and weekly status meetings
  • Propose schedule:
    • A) Deadlines for initial milestones, or
    • B) Date to finalize initial milestones

26