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Improving Meeting Management for Your IT Department

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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Improving Meeting Management for Your IT Department

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  1. Improving Meeting Management for Your IT Department (Concurrency Corporation)

  2. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 2

  3. 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

  4. Engagement Participants 4

  5. 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

  6. Executive Summary 6

  7. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 7

  8. Current State Process Analysis Departmental Review Meeting Process Phases – Analysis Summary 8

  9. Current State Process Diagram 9

  10. Current State Process Diagram 10

  11. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 11

  12. Future State Process Analysis Departmental Review Meeting Process Phases – Analysis Summary 12

  13. 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

  14. Future State Process Diagram

  15. Future State Process Diagram

  16. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 16

  17. Anticipated Benefits - Process 17

  18. Anticipated Benefits - Financial 18

  19. Anticipated Costs 19

  20. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 20

  21. Adoption & Implementation Planning Summary 21

  22. Project Plan 22

  23. Potential Adoption Roadblocks 23

  24. Adoption Roadblock Mitigation Actions by Stakeholder 24

  25. Contents • Executive Summary • Current State Analysis • Future State Analysis • Business Case • Adoption & Implementation Planning • Next Steps 25

  26. 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

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