There is one thing the coronavirus pandemic has definitely brought about: a large number of formats, meetings, or even entire trade fairs have switched to the digital world. And this not only ensures that conferencing tools are competing against each other to offer new features, but also that tools such as Miro or Mentimeter have established themselves when it comes to setting up interactive presentations. However, these tools cannot always be used without any problems, as they may require approval from the works council, not be permitted due to data protection criteria, or require additional onboarding of meeting participants.
This is exactly the situation we at T-Systems MMS found ourselves in with our customer CHRIST when we were setting up a feedback development workshop. The customer requested an interactive, digital workshop without additional tool training. The solution was right in front of our eyes: CHRIST’s COYO intranet ended up providing the basis. Not only do all participants already have access to it at CHRIST, but COYO’s versatile design options speak for themselves.
Based on this and other experiences with COYO as a meeting support tool, we have come up with five tips for you:
1. Navigation menu becomes agenda
If you want a separate, shielded area for your event, you are best off creating a new page or community. And at this point you can already start designing. In order to offer participants a clearly organized structure, you can, for example, expand the side navigation menu and turn it into an agenda. Individual apps can stand for agenda items. Adding groups to the navigation menu also allows you to create a logical structure and group apps by topics.
2. It doesn’t always have to be slides
If you are familiar with COYO’s content app, you know that it offers a variety of layouts and widgets. Used correctly, this helps you create a thoughtfully designed welcome page for your meeting, like the one for the CHRIST workshop that you can see below. Presenters, topics, and an emergency contact are just a few examples of information that can come in useful on such a page.
3. Gathering opinions, brainstorming, voting
Imagine you are in a project kickoff and want to survey the expectations of your participants. You can simply use the forum or blog app for this purpose. We chose to use the blog app for the CHRIST workshop, as its comment function in particular constituted an added value for us. You can put priority on including customized design elements when creating your blog entry.
You can also use this approach when brainstorming with your team. Using the ‘like’ function, your team can even rate the suggestions. If that’s not enough, COYO also offers a survey widget. You can embed it in your blog post or content using the advanced mode.
4. Work results—accessible to everyone
Where wood is chopped, splinters must fall. These can be decisions, insights, or knowledge sharing in a workshop. What matters is that you record these results. And what could be better than the wiki app for storing information or keeping your meeting minutes, for example? And the wonderful thing about this? Everything is already in place to be quickly shared with other colleagues right after the meeting. This allows you to ensure transparency, for example, or to exchange ideas via comments. If the decision needs a bit more time to be considered, COYO offers options via the visibility settings to ensure that only the right people have access to the wiki.
5. And if there’s a hitch
...you can always resort to the COYO chat. After all, almost everyone has been the “chosen one” at one time or another, whether the picture froze, there was no sound, you were disconnected from the meeting again, or you never even managed to join it. But even if all these problems occur, you can always rely on the group chat in COYO. It keeps you in touch with the other participants for questions, help, and advice. So if you create a group chat in COYO with all participants, you’ll have a solid communication channel that works no matter what happens.
After two successfully conducted “COYO-only” workshops, we have concluded that dispensing with further tools not only reduces software-related training needs at the beginning of a meeting but also promotes the natural use of one’s own intranet. The somewhat unusual approach can show employees new ways to use COYO and thus provide a breath of fresh air on the intranet. If you rely on streamlined coordination processes without long onboarding times for additional tools, your own intranet is sometimes the best place to be.
👉🏻 This article is a guest post by our partner T-Systems MMS.