The Riva Way: How to Improve Meeting Outcomes

  • Updated

There are pain points that can occur in the meeting process due to lack of proper planning, lack of communication and gaps in information. Meetings with Riva was built with features sectioned into key phases to help streamline the planning and execution of meetings from beginning to end:

  1. Plan
  2. Meet
  3. Work 

Phase One - Plan

Planning is a crucial part for having a productive meeting because there needs to be structure in a meeting. Setting an agenda ensures the direction and topics of the meeting are addressed and time is spent efficiently. There also needs to be awareness of who attends these meetings when inviting people and setting individual roles so that people are aware of who the key contributors are.

  1. Attendee Status Notification with Reminders

    Attendee Status Notification is a feature that assists meeting organizers by providing a list of the internal and external attendees with their status: Accepted, declined, tentative, or didn't respond. This allows the organizer to be aware of who has responded to the meeting invitation and help send out reminders individually and in groups. The addition of having every attendee's email address listed allows those reminders to be sent out efficiently, thus minimizing the effort and time wasted.

  2. Meeting Prep

    Meeting Prep aims to create a routine that can help streamline the journey to having effective meetings. This out-of-box solution has defined prompts for creating an agenda and setting meeting goals and objectives. These prompts and reminders help set a clear structure to these meetings.

  3. Participant Roles

    The process of managing participant roles for meeting participants is important in meeting prep. Settings roles helps facilitate meetings by identifying what each participant can contribute to in the meeting. This helps improve engagement in meetings and makes sure the necessary parties to come prepared with prior knowledge.

Phase Two - Meet

Arranging and attending a meeting needs to: address the important points of the agenda, document the information that comes from these discussions, and have action plans that can be executed afterwards. A big factor that contributes to ensuring a meeting is productive is being able to keep track of the people that attend to make sure that they're part of the key discussions. 

  1. Take Notes

    Taking notes is an important part of meetings that isn't always done, which often leads to gaps in information. Capture Meeting Notes is a feature that helps improve the process by making note-taking a consistent part in your meetings. There is added convenience as the notes can be written straight from your email and drafted if you're not ready to save. Once the notes are submitted, they can be shared to the attendees in the meetings and synced straight to your CRM to streamline the process. 

  2. Capture Next Steps

    Next Steps allows the user to create outlines and actions that can be planned before and after meetings. The functions are convenient as action plans can be created, edited and deleted under the appointment straight from your email window. and the updates show up instantly in your CRM.

  3. Meeting Participant Management

    Meeting Participant Management streamlines the process of managing participants from Riva Meeting directly to CRM. This keeps the information like meeting roles and attendance up-to-date regardless if you choose to work from your email or CRM.

Phase Three - Work

This phase involves taking action after a meeting to make sure the discussions come to fruition. This means taking the initiative to follow-up with attendees, making sure the content of the meeting is shared to the involved parties, and executing on the action plans. 

  1. Share Notes

    Sharing meeting notes is the natural next step that occurs after writing them. The sharing meeting notes option will streamline the note taking process and make it efficient by allowing them to be shared to the attendees in the meetings and copied straight to your CRM to avoid context switching. 

  2. Reminder to Share Notes

    Meeting Notes are written but are often not shared right away . Reminder to share meeting notes is introduced to remind users that have yet to share their meeting notes because users have the option to write their meeting notes, but also delay sending them. 

  3. Meeting Follow-Up to Attendees

    Meeting Follow-Up is an option that improves the process of communicating with clients and attendees before and after meetings. The feature populates meeting details, like displaying attendees, to be applied to the email. This limits the bottleneck of information that often occurs with meeting organizers by making it efficient and easier for them to send the information out.

  4. Execute on Next Steps

    Usually after a meeting, users need to execute on the action plans that were discussed in the meeting. The option of writing down next steps helps users look back on the next steps that were created under the appointment. 

With the implementation of Meetings with Riva, it provides the users with the tools to have more productive meetings. The established meeting journey set by Riva will improve the efficiency of meetings and produce better meeting outcomes. 

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