Managing Meetings in ClearPoint

Webinar 48 in the "I Didn't Know ClearPoint Could Do That!?!" Webinar Series

Everyone loves meetings, right?! Well, maybe we can’t speak for everyone, but you’ll love how easy it is to prepare for meetings, run your meetings, and managing follow-up items in ClearPoint. In this episode of the “I Didn’t Know ClearPoint Could Do That!?!” webinar series, take your meetings to the next level by leveraging custom reports, automated reminders and briefing books, and more.

Happy reporting!

Webinar 48 Transcript

Outline

  • Introduction (0:00)
  • Agenda (0:54)
  • Reporting Calendar (1:20)
  • Preparing for the meeting (2:53)
    • Data Upload (3:27)
    • ClearPoint Reminders (5:37)
    • Custom Summary Reports (10:09)
    • Locking Reporting Periods (12:05)
    • Briefing Book Pre-reads (13:40)
    • Define Roles (15:38)
    • Create Click Path (16:14)
  • Running the meeting (17:02)
    • Adding Action Items (18:57)
  • Meeting follow up (20:17)
  • Questions (22:48)

Introduction (0:00)

Rachel: Hello everyone and welcome to the “I didn’t know ClearPoint could do that!?!” webinar series. Today, we’re talking about managing your meetings using ClearPoint. But before we get started, here are your smiling hosts, I’m Rachel

Pierre: and I’m Pierre!

As a few housekeeping announcements:

  • We will be recording this session and will make it available within a week
  • The webinar will last about 25 minutes with time for questions at the end
  • So you can submit your questions to [email protected]

Any that we don’t get to, we’ll follow up with over email

Now, on our last installment, we walked through aligning your organization in ClearPoint, so if you want to review linking elements, aggregate calculations, or our new Excel add-in ClearPoint Sync, be sure to check out that recording and transcript on our website or Vimeo channel!

Agenda (0:54)

  • Today, we’ll be focusing on managing meetings in ClearPoint
  • We’ll walk through preparing for the meeting with automatic email reminders, customized reports, and briefing book pre-reads
  • Then we’ll walk through actually running your meeting in ClearPoint itself
  • And wrap up with managing action items as follow up from your meeting!

So again, if you have any questions, please reach out to [email protected]!

Reporting Calendar (1:20)

  • Rachel: Before we jump into ClearPoint, it’s important that we define our Reporting Calendar. This will help us determine when we need to send out email reminders, make updates to data and analysis, and lock reporting periods so that our account will be up-to-date by the time we need to generate briefing books and other outputs from the account in preparation for the meeting. Today, we’ll be planning for Upward Air’s Quarterly Review meeting.
    • To start, we’ll want to set the meeting date.
      • All other dates set after this will be dependent on when the meeting is scheduled for.
      • In this example, the data is automatically uploaded at the beginning of the month, when the previous quarter has been completed and we have a full set up data to upload.
      • The rest of that week, automatic reminder emails will go out directly from ClearPoint to let users know it’s time to make their updates.
      • Then the week of the meeting, a draft report will go out to the main admins for review. Any changes that need to be made can occur during this time. Finally, the final draft of the briefing book pre-read will be sent out.
      • After the meeting, action items from the meeting will be sent out to the individuals responsible for acting on them.
    • Pierre: This is all really great Rachel, but how does this calendar translate to ClearPoint?
    • Rachel: Good point!
      • We’ll definitely want to keep this calendar in mind when preparing for our meeting, but it’ll be even more awesome when we put it into action!

Preparing for the meeting (2:53)

  • Rachel: With that, let’s jump into ClearPoint. So Pierre, what day is it again?
  • Pierre: It’s October 3rd! I was hoping you’d ask me that. As you may know, this is a special day for Mean Girls fans, BUT if you do your reporting based on the calendar year, it’s also a special day for you too because it means that Q3 ended just three days ago! So exciting! For Upward Air, quarter-end tells us that it’s time for the company’s quarterly review meeting.
  • Rachel: That’s right! The prospect of preparing for and conducting a quarterly review meeting may seem daunting at first, but with ClearPoint it’ll be a breeze!

Data Upload (3:27)

  • The first order of business is to make sure the quarterly data has come in. Luckily, we have our data scheduled to automatically upload to our measures using the Data Loader so that we don’t have to waste any time with manual entry.
    • Let’s check out how our Data Loader package is doing. To do so, we’ll go into System Settings > Admin Options > Data Loader.
    • It shows here that we have one package set up, and if we click to edit it and then go to the Schedules tab…well would ya look at that, it looks like this package just ran a few minutes ago! Right on schedule!
    • Let’s take a look at how this is set up. We can see that this schedule is set to upload the data on a quarterly basis.
      • It will run ‘Monthly’, but every ‘3’ months since this data is uploaded on a quarterly basis, and it’s set to run on the first Thursday of the month, which happens to be today!
    • Pierre: Since this package just ran, can we take a look at one of the measures that it’s mapped to update?
    • Rachel: Of course! I know that ‘Ticket Price Differential’ is a measure that Upward Air reports on during their quarterly review. We can take a look at its detail page by clicking on the Measures top menu dropdown and then the name of the measure, to see if the Measure Data table has populated.
    • Pierre: Wow, and there’s the data! As the owner of this measure, it’s so nice that I didn’t have to manually enter the data.
    • Rachel: Totally! And even the status has automatically evaluated for the quarter, and the calculated series are automatically filled in based on the new data too! So now that the data is all here and accounted for, it’s time for the owner of this measure to make qualitative updates to the Analysis and Recommendations. This typically occurs about two weeks before the scheduled meeting date, giving users plenty of time to login and make the necessary updates.
    • Pierre: So as Admins of the ClearPoint account, it makes sense that we know when fresh data will be uploaded to the account…but how do all of the other non-admin users at Upward Air know when it’s time to make their updates?

ClearPoint Reminders (5:37)

    • Rachel: That’s where ClearPoint reminder emails come in!
    • Pierre: Ohh, I was wondering what this email I just got from ClearPoint was all about…do you mind if we take a look at it together?
    • Rachel: Not at all, I think that’s a great idea! Let’s pull up Pierre’s email and take a look. I hope you cleaned up your inbox for the webinar this morning!!
      • Oh wow! Pierre, I have to ask…what Mean Girls character are you?
    • Pierre: Well obviously Regina George. People always tell me the resemblance is uncanny
    • Rachel: Oh yeah… totally see that!
      • Anyways…if we click on the email from ClearPoint, right away we can see a list of elements that Pierre is responsible for updating. Since we’re already logged into ClearPoint, we can click on these links directly and we’ll be taken right to the detail page where Pierre needs to make his updates.
      • Now we can just double click on the Analysis and Recommendations on this measure’s detail page and type in our updates. Based on the data it looks like the ticket price differential is low, meaning we’re right around industry standards – looks good! And for recommendations – keep it up!
    • Pierre: Wait a minute, hold up. This is super helpful, but for all the Admins out there, can we backtrack and little and talk about how we set the reminder email up?
    • Rachel: Yes of course! Reminder emails are managed under Notifications > Send Reminders
      • You can see we already have one set up – the reminder that you just received a few minutes ago!
      • But as we know, realistically, not every user is going to make their updates after just one reminder, so we should probably schedule a follow up anyways.
      • To set this up we’ll click on the Plus icon to add a new reminder. We can name it Quarterly Review Reminder #2 and the subject will be Last Call – Please Make Updates. 
      • The body of the email uses tokens to bring in the links to the elements based on criteria that we’ll set here in a moment. We can also customize what is says here. Often times it can be helpful to add some additional information, such as a due date for when we want these updates made by.
      • And then you also have the option to set the ‘Copy Emails To’ your email so that as the admin you receive a copy of each reminder email that goes out!
      • On the Recipients tab, we’ll have this reminder go out to element Owners. For Scorecards, we’ll make sure Upward Air and all three Divisions are selected. For Elements, we’ll select Measure since we’ll be looking at the measure data during our review.
      • Finally, the Dates tab is an important one to fill out for this second reminder email. Here, we can limit the reminder to only include measures that have not been updated since we last sent out a reminder.
      • We’ll plan to schedule this email to go out at the beginning of next week, so we can put ‘4 Days Since Last Update’. That way, by the time this email goes out on Monday, it will have been 4 days since the original reminder was sent out this morning. If any users have not made updates between now and then, they will receive this follow up email. Any user who made their updates after the first reminder came out, will not be reminded again.
      • The last step will be to set up the schedule on the Schedules tab. We’ll click the Plus icon to add a new one, and we can name this Final Reminder. Like we talked about, I’ll set this for Monday morning the 7th so that all of the data will be up to date in time for the meeting!
      • When I’m all done setting this up I can click Save.

Custom Summary Reports (10:09)

    • Pierre: This is great! So aside from sending the email reminders…As an Admin, how can I tell if all my users have made their updates?
    • Rachel: Good question. One helpful way to manage this process as an Admin is to create a filtered summary report!
    • To do so, I’ll click on the Measures top menu (since measures are the elements that require updates for Upward Air’s quarterly review.) Then I’ll select ‘Manage Measure Reports’. We can add a new report and call it Q3 Updates.
      • On the Columns tab, we’ll want to include Measures, Owner (so we can see who is responsible), Series Status (so we can see the new data for the period), and then Analysis and Recommendations (which is where the users are supposed to be making their updates).
      • For the Filter tab, we’ll want to add two filters. One for when Analysis Is Blank and one for when Recommendations Is Blank.
      • Then we’ll want to select when ‘Any of the below are true’ from the dropdown menu.
      • Once we’re done setting this criteria we can click Save.
    • If we click into the report, we can see that there are still a few users that have not made their updates. If they are still blank next week, we may need to reach out to these users directly to see why they are delayed in getting this done.

Locking Reporting Periods (12:05)

  • Pierre: Wow, that’ll be super helpful for making sure all updates are made in ClearPoint before leadership reviews it. Once the updating phase is complete, the next thing we’ll need to address is locking periods so that changes cannot be made during the review period.
    • So what is locking periods? Locking Periods is when you as an admin lock in your updates, so that the data can no longer be changed and data integrity is ensured.
    • AND Auto-locking periods is one of the best, most hidden features of ClearPoint. Without you having to even remember, it’s going to help protect the integrity of your data
  • Rachel: That sounds pretty cool, but how does it work?
  • Pierre: Well! It works well!
  • Rachel: Yes, I’d hope so. But what’s happening behind the scenes?
  • Pierre: Some really cool and manageable steps. First, you as the admin tell ClearPoint when to lock down all your updates fields.
    • You can find this under System Settings > Reporting Periods > any reporting period (e.g. Sep-19) > Auto Period Locking.
      • Set a date e.g 10/11/19 and copy to all scorecards
      • You can even get as granular as different dates per scorecard but for now we’ll standardize throughout our entire account
    • That’s it! When your set date comes around, your most recent data is locked in. You can be confident that the entered data will be the data presented at the meeting.
  • Rachel: That’s awesome! But what if I need to make a change in ClearPoint after the account is locked?
  • Pierre: No problem! As an admin, you can come in and easily make any necessary changes so by meeting time you’re good to go.

Briefing Book Pre-read (13:40)

  • Pierre: So let’s review where we are.
    • 1.We got our data into ClearPoint.
    • 2.We reminded our staff to make their updates.
    • 3. Our staff then made their updates.
    • 4. Next, we reviewed all the updates and locked it down.
    • 5. So now it’s time to share our results! One of the best ways to do so is to create a briefing book as the pre-read for the meeting. This will give all meeting attendees an overview of what we are going to cover during the actual meeting. It will give them time to formulate any questions as well!
  • Rachel: So once you’re done setting up the briefing book, do we need to manually email it out?
  • Pierre: Yes, but you can also have ClearPoint do it for you. Tell ClearPoint when and whom to send your Briefing Book to and enjoy the peace of mind. And it’s really simple.
      • Go to Documents > Briefing Books > edit “Burn Book”
      • As a quick reminder, here you can add a cover page that includes great info like an agenda
      • We have a schedule ready to go so let’s walk through it.
        • Named the schedule “Quarterly Review”
        • Set the first run date and time to “10/15/19” at 10:00am
        • Repeat Monthly, but every three months for quarterly
        • On the 15th day of the month, so roughly two weeks after all our data is in
      • Then on the ‘Recipients’ tab, you can decide who to send it to.
      • And just like that, your recipients will receive all the reports they need, when you want them to, without any concern about data integrity
    • Rachel: Awesome, is there any more to learn?
    • Pierre: Of course! ‘The limit doesn’t exist!’ Now it’s time to get into the logistics.

Define Roles (15:38)

    • Pierre: Like many things in life, a successful meeting is 80% preparation and 20% execution. And one of the key things we can do in advance of our meeting is to define roles so we know who’s doing what.
    • Rachel: What kind of roles do we need to include?
    • Pierre: Good question! Two of the most important are meeting leader and notetaker. The meeting leader will ensure we adhere to the agenda and the notetaker captures the key information shared and developed during the meeting. These two work together to make sure the meeting moves forward while making sure nothing is forgotten behind.
    • Rachel: That makes sense. What other best practices do you recommend?

Create Click Path (16:14)

    • Pierre: One of the biggest complaints about meetings is that they often feel unproductive and that they could have easily been an email. One big way to address the productivity gap in meetings is to create a click path, which is a series of sequential instructions for the meeting driver that will ensure you get to everything you need to
    • Rachel: So is that like an agenda?
    • Pierre: Not quite, but it complements the agenda. If the agenda is saying spend 20 minutes talking about financial results, then the click path is saying go to this specific financial report and touch on these key points.
    • Rachel: Got it, so it’s an outline of what you’re actually doing during your allotted time to present during the meeting.
    • Pierre: Yes! The agenda is shared with the meeting attendees and the click path is for the meeting driver. But they both work together to produce an effective meeting.

Running the meeting (17:02)

    • Pierre: We’ve made it! It’s the day of the meeting. Everyone is shuffling into the conference room drink in hand and you’re about to get started.
    • Rachel: ClearPoint helped you set the stage. But can it help you drive the meeting?
    • Pierre: Yes! You can login into ClearPoint and click the lock button to go into the Presentation mode. This is going to give you a lot of advantages as the meeting leader. For example:
      • You’ll already be familiar with the navigation so transitioning between different reports will be easy
      • You can leverage My Favorites to have a one-stop shop of all the reports you need to get through.
        • This can correspond with what’s included in the Briefing Book and you can say things like “if you turn to page 7” for those who bring the pre-reads with them.
      • You can still interact with chart data so that your charts remain dynamic
        • Here we can hide and unhide chart series for closer inspection
      • However, you can’t make accidental changes so the integrity of you data will remain intact
      • And one of my favorite features: In Presentation mode, you can hide individual pods from detail pages that would typically be displayed in your account. So if I exit Presentation Mode by clicking on the lock icon, you can see some additional fields automatically appear. Notice we’ve assigned an orange pod style to these particular fields to identify them as ones that will be hidden during the meeting, since they’re only needed by our ClearPoint updaters.
      • Rachel: That’ll be great for ensuring those updaters, editors, or even scorecard admin users still have access to the fields they need to make their updates, but they won’t clutter the page when leadership is reviewing the measure during the meeting!
    • Pierre: Yes, exactly. ClearPoint allows you to serve the needs of both parties at your organization with just one click.

Adding Action Items (18:57)

  • Pierre: Speaking of organizational needs, one of the most common products of a meeting is the realization or development of something that needs to get done. Rather than trying to write this down in the margins of the nearest sheet of paper or typing something in a siloed word document, you can record action items directly from the element detail page
  • Rachel: That sounds great! But how would it work? Is it something you can do in real-time?
  • Pierre: Yes! All you have to do is double click where it says Action Item and click add. An easy to fill pop-up will appear.
  • Rachel: This is great! And these fields will encourage the right follow-up questions like who should be in charge and when the action item should be completed by.
  • Pierre: Exactly! And let’s do that right now.
    • Name: Research industry prices
      • So we know from our meeting that we need to know what our market is doing in order to remain competitive
    • Owner: Pierre Leconte
      • I’m going to take the initiative and be accountable for this
    • End date: 10/31/19
      • And this is important to us, so we’re going to try and get it done by the end of the month.
    • Through ClearPoint, Action items are easy to create, inspire the right thinking, and ensure strategic alignment even down to your follow-up items.

Meeting follow up (20:17)

  • Rachel: Action items are so fetch!
    • And this is actually a perfect segue to our last part of the meeting, which is managing those follow up items after the meeting is over. So while it’s great to have these action items included on the detail page of the elements they are linked to, it might be helpful to see an overview of all the action items from the meeting once its over.
    • As the lead notetaker for this quarterly review meeting, I can put together a quick summary report to do just that!
    • We’ll click on Action Items > Manage Action Item Reports and I’ll add a new report called ‘Q3 Review Action Items’.
      • For Columns, we can include Action Items, Owner, End Date, and Comments that anyone who has an Action Item assigned to them will know exactly what they are responsible for post-meeting.
      • Once, I Save this and click to view it, I can even email this out to all the meeting attendees who were assigned an Action Item.
        • I’ll click on the dropdown arrow next to the edit pencil, and then select to Email Page.
        • Here I can customize which users receive it, I can edit the subject if I want it to be different from the name of the report, and I can write a custom message as well.
        • Finally I can adjust the page size, and I’ll select to send a copy of this to myself as well!
      • Sending this out will ensure that everything that was discussed at the meeting is actually put into action!

Questions (22:48)

So with that, it looks like we’re nearing the end of our time here today. With our remaining few minutes, we’d love to open up the floor for your questions!

Q: The filtered report you created to see who has made their updates seems really helpful. Are there any other time-saving filters you would recommend setting up?

A: Good question! The answer is yes! We can actually set up some filters on our action item report right now! To do so, we can click on the pencil to edit > go to the ‘Filter’ tab> and click ‘Add Filter’. We can select from any of the fields here to be part of our filter criteria. Some helpful ones for managing meeting updates or action items is to filter by a specific user, or to filter by yellow or red status, so you can see where we are not performing well before the meeting.

Q: Can the fields you hid in Presentation mode also be hidden in the pre-read since management will be looking at that too?

A: Yes! If we go back to “Ticket Price differential” > Edit layout > and open the settings for the field, we can hide pod in print view and remove it from the Briefing Book and all page exports as well! This is also where we control the visibility options for Presentation mode with hide pod in online view. It’s also where we can control hide the visibility options for HTML exports with hide pod when published.

Rachel: Alright, looks like that’s all we have time for today! Thanks for taking the time to walk through managing meetings in ClearPoint with us! We hope you can now confidently say ‘I DID know ClearPoint could do that!’. See you next time, and Happy Reporting!

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