Having communication through meetings is essential for the success of your team and organization but how do you gauge how successful those meetings are? If your team is spending time in meetings, it is also essential that all members are prepared before and aligned after their time together to make the most of their investment.
With Docket Channel Metrics, you and your team can follow the health of your meetings through key data points including:
Total Calendar Hours
Total Person Hours
% Defined Outcomes
The following guide will help you begin using Docket Channel Metrics.
In order to utilize Channel metrics, the following must be true:
You are on a Pro, Business, or Free Trial plan type.
You have a Channel created.
You have completed meetings associated to the Channel.
Channels will show metrics results based on completed meetings related to the channel and on the timeframe selected from the dropdown. The default for Pro tier teams will show for the Last Year while the default for a Business tier team will show for All Time.
Agendas created displays the percent of meetings that have an agenda created so you can know how well your team is preparing for meetings.
Good meetings start with preparing your team so they know what they are going to be discussing. As your team creates agendas for meetings associated with the channel, this metric will show you the percent of meetings that do or do not have an agenda created prior to the start of the meeting.
Tip for Agendas Created
If this number is low, encourage your team to create more agendas by defining at least 1-2 items or topics they want to accomplish, solve, or learn in the meeting. You can also help them utilize Docket Team Templates or Recommended Templates to make agenda creation a cinch.
Goals Defined displays the percent of meetings with a defined goal so you can know how well your team is preparing for meetings.
Along with a good agenda is a goal or desired outcome that answers, "What do we want to accomplish in this meeting?" As your team creates agendas with a defined goal for meetings associated with the channel, this metric will show you the percent of meetings that do or do not have a defined goal created prior to the start of the meeting.
Tip for Goals Defined
If this number is low, encourage your team to always have a goal for each meeting and consider canceling if they are unable to define what it is they want to walk away with after the meeting. This could be as simple as "We need to walk away from the meeting able to do ___________ " which could be solving a problem, setting up another learning session, or having 1 or 2 ideas to explore more deeply.
You can also help them utilize Docket Team Templates or Recommended Templates to make agenda creation a cinch with a defined goal written in a predetermined sentence that can be customized for each session.
Agendas shared displays the percent of meetings that have an agenda shared prior to the meeting start so you can know how well your team is preparing for meetings.
Once an agenda with a defined goal is created, sharing this to meeting guests prior to the start of the meeting is essential for helping guests be ready for the meeting. As your team shares agendas for meetings associated with the channel, this metric will show you the percent of meetings that do or do not have a shared agenda prior to the start of the meeting.
Tip for Agendas Shared
If this number is low, encourage your team to share every agenda prior to the meeting start time. They can use Docketboard daily to know what meetings need an agenda to be shared.
Recaps Shared displays the percent of meetings that have a recap shared after the meeting is complete so you can know how well your team is aligned after a meeting.
Once a meeting is over, sharing a recap of decisions, takeaways, tasks, and resources is critical for all guests and others deemed necessary, to stay aligned on the overall outcome of the meeting. As your team shares recaps for meetings associated with the Channel, this metric will show the percent of meetings that do or do not have a shared recap following a completed meeting.
Tip for Recaps Shared
If this number is low, encourage your team to share recaps following the completion of each meeting. They can use Docketboard daily to know what meetings need an agenda to be shared.
Total Scheduled Hours
Total Scheduled Hours displays the total calendar hours scheduled for any meetings in the Channel so you can understand how many meeting hours are being spent on the Channel subject. This gives you a gauge on how many hours of meetings are scheduled towards the Channel of meetings.
Example: There are 10 completed meetings in the Channel, each 1 hour long, totaling 10 hours of meetings in the Channel.
Tip for Total Scheduled Hours
If this number is lower than expected, make sure your team is including the Channel on all related meetings.
Total Person Hours
Total Person Hours displays the total person hours scheduled for any meetings in the Channel so you can understand how many person hours are being invested on the Channel subject. This gives you a gauge on how many hours your team is spending in meetings on the Channel subject.
Example: There are 10 completed meetings in the Channel, each 1 hour long and each with 5 guests, the total would display 50 person ours (10 hours of meetings each with 5 guests).
Tip for Total Person Hours
If this number is higher than expected, you could work with your team to understand whether all personnel attending are critical as attendees or if there could still be success if some were Channel viewers only. Remember, one of the big benefits of Docket Channels is that team members can receive Channel meeting recaps and not have to be meeting attendees to stay aligned on meeting decisions and outcomes.
% Defined Outcomes
% Defined outcomes displays the % of meetings with defined outcomes including decisions, takeaways, and tasks for any meetings in the Channel so you can understand how well your team is documenting and defining outcomes from their time spent in meetings.
If a completed meeting in the Channel has at least one or more decisions, takeaways, or tasks, it is considered to have a defined outcome.
Tip for % Defined Outcomes
If this % is lower than desired, encourage your team to document at least one defined outcome prior to leaving a meeting. This could be included as an agenda item on every meeting template if the additional reminder is needed.
Total Tasks displays the total tasks, incomplete and complete, for any meetings in the Channel so you can understand how many tasks are being created through meetings and monitor progress.
While tasks show in detail on the Channel Tasks tab, this is a quick visual to take how meeting assignments are progressing.
Tip for Total Tasks
If the number of tasks is lower than expected, make sure your team is not only creating tasks in meetings but assigning them to specific individuals. Only assigned tasks will show here.
Frequently Asked Questions
Why doesn't the Channel show metrics for a meeting assigned to the Channel?
Check the following:
Verify the meeting is in fact assigned to the Channel.
Verify the meeting is completed. Most of the metrics will not display until the end of the calendar event time (if the meeting is 1-2pm, the meeting is considered over at 2pm).
Verify the metric is used in the meeting. For example, if it is not counting towards tasks, make sure there is an assigned task on the completed meeting.
If the metric is for agendas created, goals defined, or agendas shared, these metrics count if completed before a meeting starts. For example, if an agenda was not shared until 1:05pm, after a meeting start time of 1:00, this was not shared in time prior to the meeting to help others be prepared. Recaps shared stats won't show on the metrics section until after the meeting is completed, even if it was already shared prior to the meeting end time.
Do metrics including agendas shared and recaps shared only count if shared by email?
Agendas shared and recaps shared includes sharing to guests via email as well as to Channels. So if you desire to remove guests and share to a Channel before the meeting starts to minimize email traffic, this too will count towards your meeting health metrics.
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