Sea Health & Welfare contributes to a better work environment by delivering quality welfare services to ships on the sea around the world.
The consultants are constantly on the go, which requires a specific and strategic meeting structure and a reliable way of organizing the large amount of information. Head of Department, Vivek Menon, who puts a great effort into improving the organizational structure, is especially concerned about this.
Sea Health & Welfare uses FirstAgenda to transcribe their meetings. Now, they can both maintain the knowledge from their meetings and remain engaged and present.
Who is Sea Health & Welfare?
Sea Health & Welfare is a non-profit private consultancy organization which supports the shipping industry. Their expertise is in occupational safety, health and welfare. The team consists of 18 members who have both internal and external meetings. These meetings often take place in different locations around the world.
The power of eye contact
The consultants at Sea Health & Welfare travel the world to have meetings with different clients and stakeholders. They know the importance of having physical meetings. However, even though the meetings take place face-to-face, Vivek still experiences a hurdle that prevents him from looking his meeting companions in the eyes.
When you spend the whole meeting looking down at your laptop, you lose the connection to your colleague or business partner. You struggle to multitask; address the topic, be present and make notes. With FirstAgenda, I’m able to have a hands-free meeting and actually be engaged without losing information.
Vivek and his colleagues find great value in FirstAgenda's transcription feature that transcribes the meeting conversation and divides it into speaker sections – like a play script.
With the app recording and transcribing everything it’s like having a personal assistant, which means that I don't have to be my own personal meeting assistant anymore.
Watch the video of Vivek talking about the meeting structure at Sea Health & Welfare:
When the agenda gets lost in transition
At Sea Health & Welfare they face the same meeting challenges as many other organizations. Somehow, their email inboxes are overflowing – which buries emails that they were supposed to read. These important messages include things like meeting invites, agendas, or an updated document for an agenda item.
By using FirstAgenda, we always have the agenda stored in one location which is easily accessible. The various search options make it simple to go back and find the meeting you're looking for.
Vivek also mentions that the tasks assigned at meetings are often overlooked and therefore forgotten. However, FirstAgenda provides a comprehensive timeline with all your tasks organized by meeting, so you don't have to manually put together a to-do checklist.
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How to change meeting habits?
The implementation of FirstAgenda has been varied because some of the employees still prefer the traditional way of having meetings.
It's important for us to not make fixed, top-down decisions (for instance, demand colleagues to use a specific tool). Instead, we try to lead by example and encourage our employees to explore the possibilities of FirstAgenda. Even though our meeting habits aren’t changed completely, I believe this is the best way to implement the tool in the long run
Watch Vivek's recommendations for other organizations that want to disrupt their meetings. (mangler link)
Drinking water as a trending topic
For a consultancy organization like Sea Health & Welfare, Vivek sees a great potential in FirstAgenda's feature, 'trending topics'.
For instance, if I have a lot of meetings about drinking water, I can click that topic and then see all the meetings where I discussed drinking water. This makes it easy to pick out the information that I need instead of having to search through all my meetings – which can be very time consuming.
Vivek looks forward to having the consultants in Sea Health & Welfare explore all the best ways of using FirstAgenda.
As a new consultancy organization, we are still in a learning process to find the best way to structure our meetings, but we already raised the meeting quality with FirstAgenda, so I'm sure that we will only get better the more we use the tool.
Want to read more customer cases? Learn how Base2’s workload reduced 70% since they started using FirstAgenda.