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 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

Engagement Participants Participant NameDepartmentRole (name)(department)(title) (name)(department)(title) (name)(department)(title) (name)(department)(title) (name)(department)(title) (name)(department)(title) 4

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

Executive Summary 6

Contents Current State Analysis Future State Analysis Business Case Adoption & Implementation Planning Next Steps 7

Current State Process Analysis Plan Quarterly Review Meeting Coordinate Attendance and Logistics Travel to Review Meeting Conduct Review Meeting Departmental Review Meeting Process Phases – Analysis Summary 8

Current State Process Diagram 9

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

Future State Process Analysis Departmental Review Meeting Process Phases – Analysis Summary 12 Plan Quarterly Review Meeting Coordinate Attendance and Logistics Travel to Review Meeting Conduct Review Meeting

Level Of Complexity Low High Low Value to Business Prioritized Process Solutions 13 Consolidate meeting content in online document repository for future reference / access (SharePoint Server 2010) Replace attendee travel with virtual meetings for Quarterly Departmental Reviews (Office Live Meeting) Shared calendaring / presence awareness to determine resource availability (Exchange Server 2010) 1 Improved communications through IM and integrated telephony (Office Communications Server 2007 R2)

14 Future State Process Diagram

15 Future State Process Diagram

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

Anticipated Benefits - Process IDProcess Phase Improvement Description BenefitsTechnology Leveraged KPI Impact(s) Affected Stakeholders 1 Plan Quarterly Review Meeting Simplified communication and coordination with potential presenters through IM and integrated telephony Improved presenter participation More robust issue coverage leads to better quality quarterly business review meetings Office Communications Server 2007 R2 Exchange Server % decrease in elapsed time 49% decrease in planning labor IT Manager IT Staff 2 Coordinate Attendance and Logistics Shared calendaring / presence awareness to determine resource availability Elimination of scheduling iterations through shared calendaring Exchange Server % decrease in elapsed time 80% improvement in labor IT Staff Presenter Attendees 3 Travel to Review Meeting Replace attendee travel with virtual meeting Significant decrease in cost of training associated with attendee travel Increased attendee productivity Office Live Meeting80% decrease in training cost per attendee IT Staff Presenter Attendees 4 Conduct Review Meeting Conduct meeting virtually with enhanced remote access Consolidate meeting content in online document repository for future reference / access Post meeting notes and action items to shared team site to facilitate information sharing Virtual quarterly review meetings reduce burden on attendees while maintaining quality of interaction and engagement during meeting Office Live Meeting Office Communications Server 2007 R2 Exchange Server % increase in attendee satisfaction IT Manager IT Staff Presenter Attendees 17

Anticipated Benefits - Financial IDProcess Phase Improvement DescriptionEstimated Revenue Increase Estimated Cost Decrease Total Benefit 1 Plan Quarterly Review Meeting Simplified communication and coordination with potential presenters through IM and integrated telephony -$60,000 2 Coordinate Attendance and Logistics Shared calendaring / presence awareness to determine resource availability -$100,000 3 Travel to Review Meeting Replace attendee travel with virtual meeting -$50,000 4 Conduct Review Meeting Conduct meeting virtually with enhanced remote access Consolidate meeting content in online document repository for future reference / access Post meeting notes and action items to shared team site to facilitate information sharing -$25,000 Total Estimated Benefits $235,000 18

Anticipated Costs Cost AreaComponentOne-Time CostsOngoing-Costs SoftwareAdditional CALs $6,500- HardwareN/A -- TrainingIT Staff Training $20,000- DeploymentSolution roll-out and implementation $150,000- OtherN/A -- Total $176,500N/A 19

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

Adoption & Implementation Planning Summary IDImprovement Description Resources RequiredImplementation Owner Additional Stakeholders Notes 1 Replace attendee travel with virtual meetings for Quarterly Departmental Reviews Volunteers for pilot testing IT staff to oversee roll-out and communication IT department resources for solution development and/or project management IT Manager IT Staff Presenter Attendees IT Department 2 Shared calendaring / presence awareness to determine resource availability IT department resources for solution development and/or project management Volunteers for pilot testing IT Department IT Manager IT Staff Presenter Attendees 3 Improved communications through IM and integrated telephony IT department resources for solution development and/or project management Volunteers for pilot testing IT Department IT Manager IT Staff Presenter Attendees 4 Consolidate meeting content in online document repository for future reference / access IT staff to oversee roll-out and communication IT department resources for solution development and/or project management IT Manager IT Staff Presenter Attendees 21

Project Plan 22

Potential Adoption Roadblocks Stakeholder Group Anticipated Resistance to ChangeDegree to which Resistance will Limit Initiative Success Mitigation actions Technical IT Ability for existing infrastructure and systems to deliver on solution Low Use latest platform Pilot test new hardware and solutions prior to full roll-out IT Staff Potential resistance to using new tools perceived as complicated or too hard. Mid IT specific training and demonstrations in context of process Effective two-way communications Cultural Presenter Perception that virtual review meetings will be less valuable than in-person meetings High Reward involvement Link to PDP Highlight cost and time savings Document value after first attempt and actively gather any improvement suggestions Attendees Perception that virtual review meetings will be less valuable than in-person meetings High Reward involvement Link to PDP Highlight cost and time savings Document value after first attempt and actively gather any improvement suggestions IT Staff Concern that proposed changes could increase workload LowHighlight position specific cost and time savings 23

Adoption Roadblock Mitigation Actions by Stakeholder Adoption Category IT StaffPresentersAttendees Awareness Awareness generating communications via , newsletters, manager meetings, etc., targeted to stakeholder group and concerns Value Demonstration Demonstrate both improvement in productivity through quick hits and quick wins; also show overall process improvements and estimated financial impact for company. Provide useful tactical training to support roll- out. Emphasize value to company as well as importance of pilot-testing; provide case studies and whitepapers related to virtual training to demonstrate how other companies have successfully implemented solution Demonstrate value of reduced travel; provide training materials and session on use of Live Meeting as needed. Integration & Alignment Ensure proposed solutions/ initiatives are aligned with both with business and IT strategy and direction 24

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

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