Both at Airtame and further afield, remote work is more often than not structured within product or engineering teams. We’re not averse to thinking of such a policy for other departments, we just haven’t got there yet. Still, we’re proud to say that we have several remote workers as part of the Airtame team and due to that benefit from a more diversified workforce.

But not all companies think that way. Having remote workers can be intimidating because it requires employers to rethink management structures. And while it’s probably true that not all businesses find it advantageous to have a full-scale remote operation, building an effective remote team infrastructure does have major benefits that should be considered.

What is remote work?

There are essentially two types; permanently remote team members, versus workers that work remotely every once in a while. The definition of remote work stays the same, however, whatever the scale of the work policy. In this article, we define remote workers as those who work at least three days a week remotely. 

Remote work is a situation where one or more employees mainly work from another location than the office and communicate by email, telephone, Slack, etc. rather than face-to-face. This means that a workplace has to adapt communication and management methods in order to stay in touch with remote workers and make sure they’re not left out of important conversations, and feel just as much a part of the team as those congregated in an office.  

Another perk of remote work is that it allows employees to work outside of a traditional office space and be based in a different city or even a different country – or even just from home. It’s founded on the idea that work doesn’t have to be done in a specific work environment for things to get done properly.

The advantages of remote working

Flexibility. That’s really the main point worth mentioning. Most work done today is 100% digital, and that means we should be able to do it from wherever – yet that’s often not the case. Giving employees the possibility of doing their work from a location of their choosing will ensure a more enthusiastic workforce with a happier work-life balance.

Remote workers might even see this opportunity as a reward for doing a good job and thus feel more motivated to excel further.

Less turnover and fewer office costs are of course valuable perks as well, but we think it’s first and foremost about ensuring an employee’s wellbeing.

A few more pros – acquiring top, specialized talent in one location can be hard; it gives the company a more varied, international perspective; it can help sow the seeds for future business development – and opening new offices.

The downsides to remote working

On management’s part, remote working requires a lot of re-structuring. Not only that, remote working is mostly based on trust and in the faith that an employee gets the work done and structures their time appropriately to finish projects on time. Whether the employee needs a work permit or social security papers will fall upon management to figure out, for example.

If the trust and right means of communication aren’t in place, the remote workers will feel disengaged very quickly and management will not get the most out of that employee.

There’s also the strain and toll on the employee themselves. Even though remote working sounds like a bit of a dream scenario, in reality, it can be quite stressful because the employee might feel that they’re never ‘off’ or have to stay in touch at all times.

If no policies are in place to support remote workers, these employees by default can’t bring the same value to the table as their in-house colleagues.

Airtame’s remote infrastructure

Airtame currently has little less than 100 employees, five of them full-time remote workers. About one-third of the engineers work remotely several weeks each quarter, and several other teams enjoy the flexibility of semi-remote work throughout the year – although not as frequently as the engineering team.

For that to work, we have a couple of guidelines we try to follow. I conferred with Attila Sükösd, one of Airtame’s founders and semi-remote workers, on what those guidelines are.

“When hiring candidates (especially full-time remote workers), we put extra emphasis on communication as we’ve found that they need us to be more proactive for them to stay engaged,” Attila noted.  

We also try to bring in people as much as possible for social events during the year, just as we onboard them on-site, so they can meet their co-workers in person and form a more personal relationship.

Attila continues: “Once the onboarding process is complete, we sync remote workers and the team up on a daily basis through standup sessions (a roll-call or daily scrum where everyone relays their projects and activities).”

How to establish a successful remote team infrastructure

First and foremost, being successful in this endeavor requires a lot of the individual remote worker, not just management itself. These are the two most important variables to factor in when setting up an effective remote infrastructure:

• Culture: Culture isn’t just about social events and in-person gatherings, it’s about a positive tone-of-voice across all channels and platforms. Remote workers should be encouraged to speak up, ask questions, and make themselves heard just as in-house employees should be encouraged to do the same and reach out to their remote colleagues. Prioritize frequent one-on-ones between the worker and their manager over video and include remote workers in all-hands sessions.
• Communication: Chat tools like Slack, Basecamp, and Favro ensure that communication is transparent and recorded, and we add in regular video conferencing. Beyond that, deadlines, check-ins, goals, and feedback will help create a stable foundation for the expected tasks. Oh, and don’t leave out remote people when important decisions are made. Everyone is equally part of the team, regardless of their location. Check out our guide to the must-have apps that make your business meetings run more smoothly.
  

Accommodate remote workers and get a more effective team

In a recent survey by TalentLMS, 88% answered that they would recommend a remote work career to others – and we’re all for it as well. You don’t have to go all the way and become GitHub where everyone works remotely, but supporting the right hires in what’s best for them will ultimately turn out to also be the best for your company.

Yes, there’s less traceability when you start allowing people to work remotely, and yes, you need to take some extra steps to assure you’re all aligned. In Attila’s words: “When you start trusting people to do a great job, regardless of where they’re sitting, you’ll find yourself having less of a need to “stay in control” and micromanage your team.”

Happier team = better work. It’s a win/win for everyone.

Did we pique your interest? Check out available jobs at Airtame!

The post Building an effective remote team infrastructure appeared first on Airtame.

Artificial Intelligence can remove a lot of the uncertainty that project management entails and make sure the execution is less risky. However, while 85 percent of companies believe AI will give them a competitive advantage, less than 39 percent of organizations have actually put an Artificial Intelligence strategy in place. From taking over mundane housekeeping tasks to predicting major risks, AI makes project management more effective.

Artificial Intelligence can free up time

One of the most useful applications of Artificial Intelligence in project management is for basic organizational work. The technology has the ability to handle administrative tasks through chatbots and virtual assistants. These tasks include scheduling, payments, customer service, and sending reminders to both customers and employees, keeping everyone in the loop throughout a project.

A study by Accenture found that managers spent 54 percent of their time on administrative tasks prior to implementing AI. Once AI technology came into play, that number dropped to only 25 percent. That means managers had 29 percent more time to spend on their other, more impactful work. Not only does offloading basic, monotonous tasks free up time, it also costs less, which brings us to the next point.

… and significantly reduce costs

It may seem counterproductive to spend money on a sophisticated AI platform for project management. However, decision-makers are finding AI project management software actually costs less in the long run than paying human employees to do the work. In a survey by MIT Sloan, 63 percent of company leaders cited lower cost as motivation for switching to AI.

Because Artificial Intelligence can automate many of the time-consuming tasks normally relegated to human employees, it greatly reduces overall labor costs and allows project managers and their teams to focus on the actual “meat” of a project. However, automating those day-to-day administrative labor costs aren’t the only way AI helps companies save money. It also speeds up the sales funnel, reduces the margin for human error and provides insights to avoid risks — all cost-reducing benefits.

Faster and better predictive analytics

Though human employees can certainly create basic plans for managing a project, they may need a little help when it comes to predictive modeling and extrapolating likely outcomes of a job based on data. AI project management tools use machine learning to comb through massive amounts of data much quicker than humans ever could. They then use that information to draw actionable insights like identifying industry patterns or predicting potential bumps in the road throughout a project.

Identifying risks and errors quickly

AI systems can process large amounts of data quickly. That means they can catch errors or problematic tendencies from previous workflows. Without machine learning’s observations, these risks may have been otherwise overlooked. Machine learning tools can scrape data from previous projects and customer profiles, and use it to help predict a given project’s future.

AI-powered programs can provide intelligent guidance on scheduling, budgeting, and resource allocation based on its findings from previous data. However, Artificial Intelligence doesn’t only provide direction at the beginning of a project. The tools available can monitor a project from start to finish and will warn managers if risks emerge, or if a project is veering off track. From there, the technology can provide additional suggestions to get the project back in line.

Understanding the customer and sales journeys

Artificial Intelligence can be particularly useful for project management when it comes to sales teams. It helps managers and salespeople better understand their market and identify which leads show the highest potential. AI-powered sales tools have the ability to create detailed profiles for every potential customer and use them to make informed decisions. For example, Oracle apps recently released new additions to their suite of tools to help sales teams more effectively manage projects.  

The applications’ machine learning resources gather information from the sales profiles to create the most accurate picture of a customer and their probability for success. That information is then evaluated using predictive analytics to identify which prospects are the best to pursue. Those analyses can also be used to provide an accurate forecast of future market trends and allow decision-makers to make well-informed sales projections.

Artificial Intelligence and automation are transforming businesses

Though project management may seem like a simple concept, it is far from a simple task. It requires hard work, deep analysis, and a significant amount of time. By employing project management software backed by artificial intelligence, companies can cut costs, save time, and create streamlined, effective projects on a large scale.

This article was written by our friends at Enlightened Digital. Be sure to check out the blog for more business tips and tricks

The post How AI and automation can revolutionize project management appeared first on Airtame.

• It is an excellent way to define obstacles in your team’s way and find the right way to overcome them.
• The absence of the distractions and open conversation help you to get to know your direct reports better and nurture the culture of transparency within the team.
• Last but not least, one-on-one chats are the best time to provide constructive feedback and help your team grow professionally.

At Airtame we value working smarter. We have discovered a few tricks and tips that improve the experience of our one-on-ones, and we would like to share them with you.

Regular and well-structured one-on-one meetings

One of the keys to successful one-on-one sessions is regularity. There is no mandatory schedule for the chats, and we recommend to choose the one that works the best for you and your team members. But it is crucial to keep them as regular meetings: weekly, bi-weekly or monthly.

We have people working across the world at Airtame, and this can make digital forms of communication not only ideal but often a necessity. But believe us nothing can be better than good old face-to-face meetings where you can get the feeling of the current mood and see the body language of your team members. In-person communication helps to hold an open dialog and get a better outcome from the chat.

If you have direct reports sitting elsewhere in the world, you need to go the extra mile to make sure they are heard and that you, as manager, are there for them. Once in a while, this might mean traveling to wherever they may be and taking that one-on-one session in person.

Above all, one-on-ones are important just like other meetings, and you shouldn’t sacrifice them in favor of different arrangements. If you always reschedule your chats, it becomes more challenging to build a habit of regularity, and you are losing the value of these meetings.

Structure doesn’t mean fixed, especially in terms of location. It can often be effective to schedule your one-on-ones outside of the typical working environment, so your team members can relax and let loose. Once in a while, try out a walk and talk in the park, or treat your employee to a coffee in a nearby cafe.

A loose agenda is better than no agenda

As for the one-on-one itself, we always recommend having an agenda that you can follow. It depends on what you want to cover during the meeting, but we usually follow these key points:

• Quick status of the ongoing projects.
• Challenges and roadblocks.
• Action plan to overcome existing challenges.
• Feedback.

Of course, you get the best outcome from one-on-one if your direct reports are well-prepared and follow the agenda. Needless to say, you should share it with your team members in advance.

And last, keep the right direction of your conversation: don’t dive into the project details but discuss all important questions and make an action plan that you and your reports can follow. We also recommend to make notes during the conversation, so you can get back to the agreements and action points later.

Support and coach

Most of the one-on-ones start with the regular update, and it is the easiest part. It becomes more challenging when you discuss the obstacles and way to overcome them. Sometimes, you need to dive deeper into the problem, find a cause of it and build an action plan.

In many ways, you can consider a manager as a coach for the team; figuring out how the team can play well together while also encouraging individual growth. To do that, you need to fully get to know the team and ask the right questions in these sessions. Questions that highlight the main roadblocks and find the right solution. Here are a few examples:

• Why did we move a deadline for a project?
• Did you have any constraints that affected the deadline of a project?
• Do you think we are missing any other risks that can affect the result?
• Are you reaching your full potential? If not, why not?
• What blind spots have you detected within the team, or on a project?
• Can the team or I help you?

Remember, it is crucial to keep it relaxed. Make sure your direct reports are not intimidated by your questions. You should explain that you want to help them to find all constraints and improve an approach to a particular situation. And, crucially, let them take the floor and do the majority of the talking.

Time for feedback

The action plan is ready? It is time to move forward with the most challenging part of your one-on-one meeting, feedback session. Here at Airtame, we believe that transparency helps us build a strong team of professionals and improve our ways of working. That’s why we always encourage our employees to keep an open conversation and share feedback.

We think the best starting point for the feedback session is a recognition of the results and positive feedback. It will help you to steer the discussion in a positive direction. And if there is room for improvements, you should provide your recommendations.

We recommend applying the burger model – lacing your initial feedback with something positive, followed by a more constructively critical middle, and finishing up with something positive once again.

Furthermore, the feedback should go both ways. Managers also should be open to criticism and listen to their direct reports.

The flip-side: One-on-ones with your manager

Preparation goes both ways, and you need to think ahead of your next one-on-one with your own manager. They probably aren’t mind-readers, so it’s important you communicate verbally what is on your mind, or at least write it down. Do your homework and go into these meetings with confidence – it’s the one main time you can be heard without interruption.

Here is a short list of what you need to prepare for your next one-on-one:

• Make a list of assignments that you have been working on to highlight the main focus and results.
• Take notes, focus on the headlines, and don’t get too lost in the minutiae.
• Think of the challenges that you have been facing since the last one-on-one, and try to define the main roadblocks.
• If there is something that bothers you and raises anxiety, feels free to share your concerns with your manager.
• Reflect on the past week and see if your current projects align with your annual goals and you have enough tasks that help you grow professionally.
• Keep it short and straight to the point.

• Always ask for feedback and talk about the improvements that you can make.
• Schedule the next one-on-one at the end of the concurrent one. It will make your action points tangible.

So, get started today with more effective one-on-one meetings. It’s good for the health of your company, and the individuals that help make it special.

Looking for more business tips? Check out our rundown of the best tools for unlocking better time management and the office trends of 2019

The post Tips for better one-on-one meetings appeared first on Airtame.

So, how do you actually make the most of Google Slides and get your presentation looking top notch?

Well today we’ve reached out to our friends over at 24Slides for some Google Slides tips. As leading experts in custom presentation design, they know a thing (or ten) about how to make any slideshow more impactful, and your audience hooked.

So, here are ten quick Google Slides tips from 24Slides that will help make presentation wow your audience.

More of a Microsoft fan? Check out our pro-PowerPoint tips, or get some general presentation pointers here.

1) Insert images directly from Google Images

Google Image Search has billions of images indexed. When you use Google Slides, you don’t need to download images and then upload them again to your slide. Nope, you don’t even need to leave your browser tab to look for suitable images for your presentation.

All you have to do is click on Insert > Image. Then select ‘Search the web’ from the dropdown list. The side panel ‘Search for Google Images’ will appear on the right side of your screen (see screenshot below):

Simply type in the keyword(s) for your image and the results will appear below the search box. The last step would be for you to click on the photo(s) you want to use in your slide. And that’s it! The entire process will only take you anywhere from a few seconds to a few minutes!

2) Themes for Google Slides

You can do this by clicking on any slide thumbnail on the left side panel. You’ll then see these options in the menu bar:

Click on Theme to access the Themes side panel. You will see something like this on your screen:

Note that there’s no preview button. You simply need to click on the Theme you like and the changes will be applied in real time. Also, if you want to import a theme from an existing presentation, you can click on the yellow Import Theme button. Play around with the different theme options until you find one that works best for your presentation!

3) Mask your images into different fun shapes

Your photos need not be in the usual rectangular or square shape all the time. With Google Slides, you can change your image into various shapes, arrows, callouts, or equations. Here’s how:

• Click on the image you want to mask to access the hidden photo masking options. For this example, I used this image I found on Google Images.

• Click on Mask image (it’s the small triangular button beside the Crop icon)

• Select the shape, arrow, callout or equation you want to reshape your image to. As you can see below, there are a lot of different shapes you can choose from:

• For this example, I chose the lightning shape. By clicking on the lightning shape, I effectively transformed my boring, rectangular photo into this fun and exciting shape!

Feel free to experiment and explore the many different options. Remember, you can always undo your changes on Google Slides.

4) Insert different types of Google Slides diagrams

To insert a diagram on your slides, click on Insert > Diagram. The Diagrams side panel will appear on the right side of your screen. As you can see below, you can choose from 6 different types of diagrams: Grid, Hierarchy, Timeline, Process, Relationship and Cycle diagrams.

For this example, I clicked on the box for Timeline diagram. In the screenshot below, you’ll notice that I was able to customize my Timeline diagram. I changed the number of timeline dates from 4 to 6; I was also able to change the timeline’s color to green.

Play around with the different options until you find the perfect diagram(s) for your presentation.

5) Got links?

With Google Slides, you’re not limited to adding just links to websites, you can also link to images, your files on Google Drive, and even to other slides in your presentation!

Here’s what you need to do:

• Click on the text you want to add the hyperlink to. Then either hit CTRL+K or right-click on your mouse and look for the Link option.

• To add a web link, type in or paste the web address. Then hit the Apply button.

• To link to slides in the same presentation, select from available slides like you see below:

• For even more link options, click on Find More and the Explore side panel will appear on your screen. You can then type your query in the Title box and Google will then search for relevant websites, images, and even your files saved on Google Drive.

6) Make global changes by editing the slide master

If you’re only working with a few slides, then you may not have much need for a slide master. However, once you get to double figures (say from 10 slides onwards), then you’ll see just how much of a timesaver a slide master is. You don’t need to edit each individual slide, instead you can just go directly to the slide master and all slides in your presentation will automatically be updated.

To edit your slide master, simply go to Slide > Edit Master. This is how it looks like:

Click on the elements you want to change. For example, if you want all titles and subtitles to use Monserrat font, then you can change that here. There’s a lot of things you can do with the master slide. You can add your company logo in the footer section or the header, and it will automatically appear on all your slides.

The main thing to remember is if you want something to appear on all your slides, the best way to go about this is by editing the slide master itself.

7) How to embed YouTube videos in Google Slides

One of the best ways to make your presentation come alive is by adding videos to it. To do so, click on Insert > Video and you’ll see this on your screen:

As you can see, you can search YouTube videos directly from your slides (no need to open up another tab and type YouTube). You can also add a direct link (URL) to a video online, or you can search for videos stored in your Google Drive account.

To edit and format your video, click on the video itself so the Format options button will appear on the menu bar. Click on this button and the Format options side panel will appear on your screen.

Feel free to adjust the video playback options, size and position, and drop shadow settings.

8) How to do transitions on Google Slides

Google Slides transitions are easy to set. To add them, you’ll need to click on the slide thumbnails so you can see the hidden Transition button on the menu.

As you can see in the screenshot above, there aren’t a ton of options on Google Slides (unlike PowerPoint). It’s not necessarily a bad thing though. Most experts recommend keeping transitions to a minimum because it can distract the audience and can even cause motion sickness in some cases.

So, take your pick from the 7 transition options and focus on making your message heard loud and clear. For best results, I recommend you use the same transition effect throughout your presentation.

9) Accept questions from your audience

An interactive presentation is bound to get more attention than, say, a one-sided one. Since Google Slides is cloud-based, it’s easier to get your audience to interact and ask you questions in real time. Here’s how:

• Click on Present > Presenter View (Present with audience Q&A and view speaker notes).

• You’ll then see this pop-up on your screen. Click on Audience Tools then hit the Start new button at the bottom.

• Google Slides will now generate a link to your online presentation. Simply copy the link and send it to your audience.

• When people start sending you questions, they’ll appear in the box. You can then answer the questions one by one.

The really cool thing about this feature is you can use it whether you’re in the same room as your audience or they’re halfway across the globe!

10) Collaborate with teammates in real time

Google products stand out with their top-notch online collaboration features. Google Slides is no different. If you’re working with a team of designers and content makers, then the yellow Share button is your friend.

Once you click on Share, you’ll see this pop up on your screen:

You can either get a shareable link and send it to people via email or chat. Or you can type in people’s name and/or email addresses, then hit the blue Done button to send out your invite. Now, you’ll have an extra pair of eyes to look over your presentation and make sure it’s the best it can possibly be!

Bonus tip: use vector drawings

If you’re looking to wow with your presentation, you are probably using a lot of visuals. This means adding in a lot of JPEGs, videos perhaps even the occasional PDF. These files can be heavy, and quickly stack up, which runs the risk of your Google Slides presentation lagging and testing the patience of your audience.

But, there’s another way. If you have a designer at hand, open up Adobe Illustrator and give vector graphics a try. Creating something unique, custom and exporting as a PNG is likely to keep your slides looking stylish and functioning effectively.

Huge thanks to Guillaume Proux, co-founder of Oomnis Limited for the bonus pro tip!

Loving Google Slides Already?

Did we miss any pro-Google Slides tips? Let us know your favorite!

It’s really no wonder why Google Slides is touted as the best PowerPoint alternative by many experts in the presentation industry. It’s user-friendly, it’s highly customizable, it’s cloud-based, and it’s free.

On the other hand, if you’re pressed for time or simply want to focus on more important things, you can leave the design work to 24Slides. It costs as little as $7 per slide for a custom design and we can turnaround presentations in 24 hours.

Even better, we’re offering Airtame customers and readers a 20% discount off their first order. Simply visit 24slides.com and use the coupon code AIRTAME at checkout.

If you would like to know how to present from your mobile or computer devices to your TV screen or projector wirelessly, watch this short video:

The post 10 quick tips to spice up your Google Slides presentations appeared first on Airtame.

Cultural pillars that make Airtame “Airtame”

There are some cultural pillars we believe will help us win today and many days from today.

Without a doubt, collaboration is the big one. It’s the cornerstone of our organization and for what we sell. The ability to work on something together, challenge one another, brainfart with each other, share the worry and learn together is how we believe we push ourselves forward – and do the best for our customers.

Another pillar is to be different. It’s hard enough in itself to be great when you’re different, but it’s near impossible to be great if you’re the same. If you simply aspire to be a better version of average. Go down different paths and you will end up new places. That’s what we are all about.

The third pillar is flexibility. We believe that work–life harmony goes hand in hand with workplace flexibility, which is why we advocate working remotely, flexible working hours and taking much-earned breaks. We also believe that flexibility encourages people to dwell and research new paths. Which again goes hand in hand with thinking innovatively.

These are foundational cultural pillars we believe in. Pillars that help us better answer the question above.

Out of that foundation, a new question started to take form: how do we encourage collaboration and flexibility in a novel way even at the top of our organization? That’s when we had a breakthrough. A new path we’re sure will take us new places. A path that’s more in line with our pillars: Making the Airtame CEO position a team.

Why two CEOs?

Yes, it’s a little unique. Here’s why it works for us.

We make the CEO position a team and encourage collaboration at the top

Brian and I agree on the league we want to play in (and win) but we don’t share all the same views, interests or skills. Together, we think we’re a much more balanced and formidable force.

The new co-CEO structure will help us consider different routes more fiercely and make better-informed decisions.

We make each other better. It will help us to grow even more as people and as a company. Our learning curve will be steeper. And that excites us!

We broaden the scope and increase flexibility

Two people can carry more weight than one, which means that we can broaden the scope of what we can achieve as a team, and collaborate more strongly. More people can report directly to the “CEO” and have contact time when they need it. This is a way we can keep the organizational structure a bit more lean as we grow.

We add flexibility for us (and therefore the company). Things like taking turns at different responsibilities, experimenting more and filling in when bigger projects (1:1s, product launches, research, customer/investor roadshows, book publishing etc) arise.

When we are deep in strategic projects, we’ll have on CEO representing the company (out in the field) and one running the company in the meantime. And, next time, we can switch it up.

We founded Airtame together and have worked side-by-side for almost six years now. We trust each other and have a natural and well-established relationship already. We’re not two recently hired guns that are forced to ‘make it work together’.

That sounds great, but …

… what about the downside(s) you might ask? Especially “But! Who will then call the shots“?

To that we’ll say it depends. As it does when you have one CEO. If all the shots have to be called by one CEO you don’t have a scalable and long-term sustainable setup. You have a potential bottleneck.

We don’t believe in depending on one person. We’ve never operated like that. So again, it depends on the context. And we’ve mapped out the context landscape in private, so we’re explicitly aligned about our mandate in each case.

Furthermore, we should remember that there are downsides to going with one CEO as well. And there are of course downsides with going with two. But we believe that the strengths from making that role a team is worth doubling down on.

By making the CEO position a team it will encourage collaboration, flexibility and operating differently even at the top. And we believe that that will shine through the rest of the organization and everything we do.  

/coco (co-CEO and co-Founder)

The post Introducing our new co-CEO structure appeared first on Airtame.

If you have ever worked together with others, chances are you’ve attended a meeting or two. Even people who do freelance work in a remote location will need to have some level of communication with the outside world, such as virtual meetings with clients. So whether you’re a CEO or an introverted artist meeting only occasionally with a manager, meetings are a part of your professional life.

Maybe you are the one who tends to lead the meetings at work. Or maybe you just show up and try to stay awake. Either way, it’s important to understand how much of your salary, time, and energy is being dedicated to attending meetings.

Being aware of this can be a help in taking back control over your responsibilities, and becoming more aligned with your fellow colleagues. Not to mention saving some serious cash for the hand that helps feed you. When it comes down to it, meetings can take a toll in terms of time, money, and energy spent.

In the United States alone, unproductive meetings are said to cost (in terms of salary) a staggering $37 billion annually

In this article, I’ll go over meetings in terms of the expenses, followed by a discussion of how they can also represent solid investments. What’s the difference between a cost and an investment? While a cost is purely an expenditure of money, time, or resources, and investment is an expenditure that has the possibility of a substantial return (e.g., additional revenue, new skills, knowledge, etc.).

Let’s first look at meetings as costs

Money

Publications such as the Harvard Business Review have outlined the monetary cost of meetings by taking into account how many attendees there are, what they earn, and how long the meeting is.

Let’s consider some examples based on their online calculator:

While the above table outlines just a few combinations for potential meetings, a bit of mental math shows that something like taking 15 extra minutes to get a meeting started can increase annual expenses by thousands of dollars. Also, a decision to host a meeting less regularly – say, twice a month instead of one a week – can more than halve the resource cost.

According to a Verizon White Paper on meetings in the USA, the bigger the company, the more money spent per meeting. This makes sense if we assume that, as a company grows, so will the number of high-paid managers, and the amount of time that different departments and branches need to spend on coordination and alignment (i.e., more meetings).

Another factor to take into account is how the meeting is being carried out. Verizon also reported that “a five-person meeting conducted in-person (involving plane travel for four of the attendees) is over seven times more expensive than a meeting conducted by audio conference, and nearly three times as expensive as a video conference”. In other words, if possible, conduct the meeting digitally.

Time

In addition to the financial implications of unnecessary meetings, additional costs can be considered in terms of wasted time, productivity, and morale.

One key way to cut down on wasted time and energy is to check in advance that your setup is working in cases where documents need to be presented, and people in remote locations need to join over the phone or a video conference.

CBTS report that within the span on a 38-minute call, eight minutes go to just getting set up, and a further thirteen on interruptions. With that in mind, getting better solutions, and testing them in advance, is essential to wasting additional time, money, and energy.

Other factors that companies around the world have been battling with include how much employees attend to their social media accounts, personal email, etc. during a meeting. The cause of these distractions may arguably have something to do with the fact that, according to a study by STL – around 47% of people feel that they have to attend too many meetings.

Different summaries on the exact amount of time spent in meetings offer different figures. One study suggested that office workers spend an average of four hours per week in meetings, and feel that more than half of that time is wasted.

Another study suggests that the “average” employee spends closer to a third of their work hours in meetings, with this percentage increasing to 35% and 50% for middle and upper management, respectively. A Forbes article stated that executives can spend upwards of 18 hours per week in meetings, highlighting the fact that leadership roles require more time spent in meetings.

Attending meetings is rarely a requirement written into our work contracts. But attendance is still considered mandatory. And although the total hours spent may vary depending on the person’s role, and the type/size of the company, a common trend is that employees feel they need to work overtime or otherwise compensate for the time meetings take away from fulfilling other duties.

Morale

Perhaps as a result of our concerns that meetings will have a negative impact on our productivity, we decide to multitask. Bringing a smartphone, tablet, or laptop to a meeting is fairly commonplace, and 73% of attendees report doing other work during meetings.

It’s fair to say that multitasking happens when we feel our engagement is not really necessary for a meeting. So, while our physical presence is demanded, our thoughts and focus go elsewhere. Either to checking emails, or daydreaming about what’s for dinner.

While it may not be outwardly expressed, meetings very often have the reverse effect as intended – they demotivate people

Attitudes and behaviors can arguably vary across cultures, either on a national, international, or organizational level. For example, the extent to which power hierarchies and inequalities are accepted (or rejected), may have an impact on participation. That said, there is research suggesting that the frequency and length of meetings are not significantly different, even when taking specific regions into account.

So, although the monetary cost of meetings may differ in terms of amount and currency depending on your location, the percentage of company-wide resources spent on meetings can eat up the same proportion of resources.

Productivity

Maybe you’re someone who feels that it takes an effort to hit a good stride during your workday. It might take first answering recent emails and making the perfect cup of coffee before you feel you can get down to the core of the big project you’re working on.

Once those boxes are checked, you’re feeling ready to put your head down and focus. But then you get a reminder about the meeting starting in 10 minutes, and it kills your momentum.

You passively attend the meeting, not saying much if anything at all. It ends, and you go back to your desk and stare at the screen for 10 minutes or so. You make another cup of coffee, hoping it’ll kick you back into gear.

If this sounds familiar, then know that you’re not alone. In a summary published by STL, they report that around half of meetings are considered to be wasteful or unproductive. And more than 60% of employees worry about being able to take care of other work responsibilities when spending time in meetings.

Now, let’s consider meetings as investments

Okay, so we know that meetings will definitely take up at least some time and money. But this, as well as how attendees end up feeling at the end of a meeting, can significantly vary.

If we start thinking of meetings as investments – opportunities to align on goals, tasks, and organizational values, the positive outcome can be that we make more effort to make the most of them. Attendees may just end up feeling inspired and enthusiastic after a meeting, rather than exhausted and frustrated.

When considering the ROI (return on investment) of a meeting, it can get complicated if the ground covered does not have a clear or direct financial benefit. For example, if the discussion focuses on aesthetic choices for a company’s logo design, use of terminology, etc., the impact can seem more abstract than, say, having a sales meeting that focuses on how to bring in more customers.

The 80/20 rule is a statistical observation that suggests that 80% of wealth is generated by only 20% of people and/or activities within a company. Some people interpret this rule as an instruction to cut out anything that does not bring in a direct financial benefit (including many meetings).

Here’s the thing though: While 20% of your company (e.g., the sales team), are likely responsible for 80% of revenue, the reaming 80% of people and activities serve as an essential support structure.

So, while we should be critical and eliminate activities that are completely unproductive, a strong company culture also comes from feeling unified on all fronts. And meetings are necessary for when things are better said in person, especially when communicating important developments and decisions.

Everything from technical improvements to artistic choices is sometimes necessary to hash out in meetings. The perception that a large proportion of input is wasteful isn’t always applicable when the nature of the work is taken into account. Not everything that lacks a direct financial benefit should be eliminated.

That said, you should always remain aware of what you are willing to invest in a meeting in terms of money, time, productivity, morale, etc.

Whether a meeting should be viewed as a cost or investment comes down to how it’s run and what the outcome is.

Want more tips on how to turn meetings into investments? Check out the 50 golden rules of business meeting etiquette.

The post The real cost of business meetings appeared first on Airtame.

Usually at some point in every business, startup or otherwise, you realize you can’t take of everything by yourself. That’s when it’s time to hire someone who can do the job more efficiently than you, freeing up that time for you to bring income to the company.

It’s an often overlooked position, filled by an unsung hero. Not only does an office manager help create flow within the business, they keep the whole ship afloat, and everyone onboard happy.

We believe an office manager is essential to a smooth-running office, especially in an ever-changing environment like that of a growing company.

Wait, what is an “office manager”?

The office manager’s responsibilities vary depending on the size and type of organization. The role tends to take many forms, ranging from financial overseer and liability supervisor to recruitment officer and secretary. They are the jack of all trades in any office, fulfilling roles and duties that fluctuate over time just like your business.

Airtame has its very own office manager too. Her name is Ana Visan, and she’s been working with us since the beginning of 2018. She’s from Romania, but now she’s based here with us in Copenhagen where she acts as the backbone of our HQ office.

When the company’s growth is skyrocketing and transitioning from an intimate, cozy group of 20-30 people to a bigger company of 70-100 employees, it can be quite a challenge to keep up with the same casual and liberal culture. Ana is a true office savior. She keeps up the same cozy working environment without weighing it down with impersonal policies and forms.

In tribute to the amazing work Ana does at Airtame, and in celebration of hard-working office managers everywhere, we’ve compiled a list of eight reasons why an office manager will enhance your business.

1. Culture booster

The office manager is one of the few people other than the CEO or senior staff members who interact with all employees of all levels every day. Having a central point of contact offers stability in a chaotic environment and could also generate a better sense of community. They do this by overseeing social calendars, keeping everyone in the loop and establishing a concise onboarding process. A strong office manager can act as a human troubleshooter who spends time nurturing social connections and working relationships across all departments.

2. Organizational overview

Many business owners take it upon themselves to handle day-to-day office operations, but it takes away time from growth potential and business opportunities in the long run. It’s a demanding responsibility to oversee many different operational tasks, but it’s something an office manager with stellar organizational skills handles well.

Everyone knows that coordination between top management and floor workers doesn’t always run seamlessly, and that’s where the office manager can shine. Handing over responsibilities can be painful, because you, as a business owner, would like a good grip on everything that goes on in the company. Delegating tasks can help you focus on ROI tasks and achieving your goals while the office manager takes care of administrative work.

3. Facilities management

Imagine a situation where you have an important business meeting planned – prospective clients are visiting the office and while they’re mainly concerned about what you have to offer, they will notice the general tidiness of your office. Who takes care of the toilet when it stops working? That light bulb that needs replacing?  While the office manager can’t fix every practical issue, they can find someone who can.

4. Equipment and supplies

Chances are that you will run out of toilet paper at some point. You don’t know the content of every shelf and cabinet, but your office manager does, and that’s why they’re a lifesaver in many cases.

5. Backbone of the business

An office manager can bring a sense of realism to a work environment. When sales targets or engineering hackathons highlight the ambition and growth of a company, an office manager provides just the dose of realism needed for a workforce not to lose sight of the present.

6. Secretary superstar

Keeping track of meeting schedules, lunch terms and supply prices fall under the remit of an office manager. The office manager isn’t your personal secretary, but some secretarial duties are best done by an all-hands person in your office.

7. Financial operator

Depending on what type of business you run, you might need an extra pair of hands to take care of financial issues, such as making sure bills are paid on time. In the end, your business could save money by having an office manager because they know how to negotiate prices. They remember where the good deals are on hardware, lunch and office supplies, and they know when to restock.

If you experience steady growth, you will need to relocate at some point. That’s when the office manager comes in handy. They know every person working in your company as well as their needs, and that’s why they’ll excel at figuring out whether a potential new space is the right fit. The logistics involved with a move is a time-consuming job for any person, and it takes away your focus. Leave it to your experienced office manager instead.

8. HR duties

A good office manager will create an office handbook or update the current one. They will have the answers to questions about personal holidays, sick days or maternity leave.

They enforce the rules, so you don’t have to, but at the same time they’re the go-to person if any issues occur. It’s smart to have that central point of communication that everyone can rely on instead of asking questions left and right. Concerns will be answered a lot faster, and your employees will be happier.

As we’ve outlined, an office manager is a vital member of any business. And yet, they are probably the most under-appreciated. When was the last time you asked how they are doing of if they need help?

If you have an office manager, remember to always respect them and say thank you every once in a while. With them, the amount of work you’ll be able to get done will increase along with the quality. Without them … need we say more?

Interested in a job at Airtame? We’re hiring! Take a look at our open positions.

The post 8 reasons why you need an office manager appeared first on Airtame.