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Meeting Solutions: Tips & Tricks for Better Meetings (Cloud Next '19)

Priya Murali
Product Manager at Google Cloud
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Google Cloud Next 2019
April 10, 2019, San Francisco, United States
Google Cloud Next 2019
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Meeting Solutions: Tips & Tricks for Better Meetings (Cloud Next '19)
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About speakers

Priya Murali
Product Manager at Google Cloud
Ishwarya Venkatachalam
Product Manager at Google Cloud
Robin Zueger
Senior Product Manager at Google Cloud

Product manager with strong engineering background. Has interest in both development and product management. Interested in solving hard and fun user problems to build better products!

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Senior Product Manager on Hangouts Meet & Jamboard. Previously Google Calendar.

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About the talk

Meetings are often a source of frustration for employees. They’re difficult to schedule and lead to few results. We’ll show you how to best use G Suite’s Meeting Solutions products to make your meetings more productive. This session will be full of demos of the latest features in Google Calendar, Hangouts Meet and Jamboard. Join us to see our products in action (including a preview of features launching in the next few weeks) and also ask us any question you’d like.

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When we think about meetings, we clearly we want to move away from that. This is a screenshot from Google probably about a year or two ago how people feel about meeting so clearly there's a lots of room for improvement and when you dive into the data of two things that stand out for us that we really want to change the amount of time that it's been scheduling right now on average. Are you at the office worker fence about it one and a half hours a week. Just managing their calendar. Setting up meetings moving them around

accepting responding and so on. The other thing is about 40% of meetings that do take place tend to be unattractive and you're probably wondering why are all my meetings in these 40% So there's lots of reasons for that some you might not just you might just not be able to hear what's going on some the discussion might be all over to play or maybe Maybe it's just don't have the right tool. So why we haven't solved all of those yet. We think we actually have pretty good solutions for a

number of them. And so that's what we want to show you in this section My Hope Is that you can leave this would like two or three things that you can take home your organization to make meetings better over the next few weeks. Just to make sure we're all on the same page. I just want to give a very brief overview of what we consider our meeting Solutions. On the top left you have Hangouts meet. It's our video conferencing service. You can connect to high, high quality video meetings from any laptop mobile phone or tablet.

If you want to hook up your rooms and you want to turn any room into a meeting room, you can use the Hangouts meet Hardware it then allows those meeting rooms to connect to the very thing Falls. We got jamboard right here. So clearly you'll see more of that later in the show, but it's our digital whiteboard that lets you do remote brainstorming. Why do you tell him and then lastly the calendar town to set of coordinates it all and make sure you got the right people in the right place at the right time. So with that it's demos from here

on out again. Everything you're going to see either is already life in our product or will be there in the next few weeks. I'll start off by showing you a calendar and a bunch of things there to speed up scheduling then my colleague Priya is going to come up and talk about the in meeting experience and some ways you can make that more productive. And lastly, it's Maria will actually show you jamboard and how you can use that some have more effective brainstorming session at the end. I think we should have plenty of time for Q&A and hopefully be able to answer all of your questions and

maybe give you some more more tricks or spontaneous demos if if there's an opportunity. With that will switch over says I'm doing a demo. So here I am through looking a calendar and we're using set up a fictitious example off Smart kitchen appliance company part of the team is on the west coast part of the team is on the East Coasters like lots of collaboration and lots of video conferencing involved. So first thing we're going to do is imagine we want to take some time off take a couple of days off next week

cuz we have family visiting. So I'll be out from Wednesday through Friday in historically it you might have had to go to Every existing meeting and say like no I'm not coming to this or like I can't make it. Unfortunately. I'm in here. It's why we have a more satisfying way of doing. When does the Lexus three days and when you type in? Vacation calendar automatically text that and actually says hey you just want me to put you in out of office and I'm happy for you to add a message. For example, I'm out until Monday. I got family visiting.

with just one click that quickly to I slept at all of these meeting organizers know that I won't be able to make it and then that there then free to either move it to the next week. You can see it here says like I'm out. I got family visiting driving move it or to go ahead without me. That's the way we can speed up at managing. The calendar is let's say I want to set up a meeting. We're going to like talk about our smart kitchen planning. And so we'll go in here and I got the team on a mailing list

so I can set that up. And go find some time. Portuguese Windows Lowe's small but you can see tomorrow afternoon 2 to 3 p.m. That should work. Just fine for everyone. So let's go ahead Curry at that meeting. Turns out I had not considered certain things. Michael is not working on Thursdays and prions Scots are actually on the East Coast. So my 2 p.m. For them is 5 p.m. And therefore app that I working hours now head my calendar not board me. I would have Isaac come across as income cigarettes

or probably had some back and forth to like move that meeting fortunately account a bit warranty. Now, how did it do that? Let me open a second tab to show you where you can set that up. When you go to settings. You see there's a parking hours section down here. Here you can set up your hours. Like when you're working on any given day. You can see I generally work 95 acceptance. Tuesday is where I come in a little earlier. So my weekend can start a little sooner. And by the way while you're in here and will refer back to this later, you should also

set up like which which office you're in. And which floor you're on and you'll see that's relevant when we book meeting room. Let's go back here. How could I avoid this? Like, how could I figure out when people's working out actually are If you're in here and you switch to the Dave, you use only see some additional information. So each person get an individual column and I can see what is my 2 p.m. Is 5 p.m. For my call 5 p.m. 4 p.m. And it's 5 p.m. For Scott the time that you're about

to schedule meeting in in every person's time zone so that lets you hopefully avoid these 2 a.m. Meetings or these 11 p.m. Meeting for for all your other after all the people that you're you want to meet with and for yourself. Hopefully that will let others know when you actually want to take meetings and when you don't So clearly Thursday doesn't work or Friday morning. Actually. So hopefully these are some things we can speed up like finding a time for for a meeting. But now it's rooms and rooms actually turns out probably about a third of the time

that people like try to schedule meetings is spent finding meeting rooms. Now we have some solutions hair to one is if you actually hover over to meeting rooms, you can see some additional information. You can see how big the room is. You can see what equipment it has and here for example, it says that it has Windows and it's wheelchair accessible. Now, how do you set that up? If you're an admin, you can go to the admin console and go to buildings and resources. And here you can go into that resource management and you can set up all your buildings

eventually all your your office is and you can then make sure that both your employees are assigned to them as well at your meeting rooms. If you want to create a new meeting room you go in here you pick the building that it's in you pick the floor. It's on you say how many people it fits and maybe that it has Hangouts meet hardware and it feels are acceptable and you should give it a name you can dance very easily create that if you have a lot of meeting rooms, you can also do this by a CSV upload or by API. That information is then as you could see

a way of all to two employees to look at but also tell him that actually uses it to automatically find you the best meeting in this case. myself and Priscilla are in SFO while Priya Michael and Scott are New York. So tell him to look at that and says like okay, I need two people. I need a room for two people in SFO and a room for three in New York. And because there's multiple involved they need to be able to talk to one another so we'll make sure their video

conferencing enabled. So go ahead and I'll pick infrared. And I'll take Empire and with that. Hopefully we can avoid these last-minute reschedules cuz some people are not able to find a meeting room and therefore the meeting could not go ahead. Before I go ahead and actually create the meeting. I want to make sure I have my agenda attached. Do we have a document in drive that we can attach here? Here it is, and I'll make sure the team reset. please and I hit send. And I have my meeting created. The simple as that, hopefully you can save a bunch of these 90

minutes a week. I actually like getting head of some of these common problems with that. I'll hand over to POF who will now take you through the NBA team. So the first thing I'm going to go ahead and quickly do is log into my account over here. Okay. So now that we've walked through the scheduling process all nice and easy. Let's actually talk about what happens when you're going into the meeting and will continue to use our smart kitchen planning example to show you what I mean. Now we made it nice and easy for you to find and join the

right call by providing multiple ways for you to join the meeting. You can either go right to meet. Google.com which will show you a nice overview for upcoming meetings or directly from the calendar invite, which is what I'm going to go ahead and do now. Do it. I'll just click through. And it looks like my colleague Scott is already here in the meeting. Turn it on my end as it looks like the great. So it looks like we're still waiting for a couple of others to join us on this call. So while we wait I'm going to take this opportunity to

tell you a little bit more about what you're about to see now with everything that can go on during a meeting between presentations and co-workers jumping on and off a call at various times. It can be tough to focus on what actually matters during your meeting while still feeling like you're genuinely maintaining and maintaining a connection with everyone you're talking to and so we'd make that easier for you by adding new adoptive layouts to Hangouts meet. Now as you're about to see you in a couple minutes, I'll let my colleagues go ahead and join the call. You'll start to see the

layouts automatically adapt as people join the meeting so that you can have a nice clear view of everyone you're talking to. And now with that you can see that I have a nice clear shot of Priscilla sack Michael and Scott soon as their video feeds pop up. Okay. Hey everybody. Are we all ready to get started? So now that everybody's on the call, let's go ahead and follow our give meeting practices and start by pulling up the agenda that Robin had attached in this calendar invite. Now, this is something that you can do very quickly. Thanks for

the knee support. We've added for attachments within meetings. Simply pull up my attachment very quickly. All I have to do is go to the bottom left-hand of my window go to attachments and you see it's right there and that saves me valuable time and getting the meeting started and getting everybody ready to go. Now. I hate taking meeting out. So I actually don't want to go ahead and help them set up anyone else help me out and do this. Yeah, I can do it. Chanel as we take a look at our meeting agenda. We see the first item on the agenda is

to watch a video that I believe Zack had mentioned would be good to take a look at that. This is something you can now you will soon be able to do in meet as real as we're continuously looking at ways to supercharge your presenting experience and I'll show you how to go ahead and do that. You'll simply have to go to the bottom right-hand of the screen. Click on the percent Now button selectors on a Chrome tab and make sure you're sharing your audio, but I'm going to let Zach take it from here since it's his video. Yeah, sure. I found a video that shows how Tech is already playing a role in

the kitchen. Let's check it out. OK Google show me how to knead dough help with Google home hub. Thanks for the White Sox. Now we've done a lot of talking about all the ways in which we've made your incall experience more productive and easier to achieve your goals. But at the end of the day, it's hard to actually have a productive meeting unless he can hear and follow along with what everybody in your call is saying and this is currently a lot easier for some of us to do then it is for others for those who are deaf or hard-of-hearing which currents would currently makes up 4%

of the US Workforce. It can be very difficult to follow along with what's going on in your meeting without making special Arrangements beforehand and that's something we really want to make it easier to starting today. We're adding the ability for you to turn on live captions with in your Hangouts meet meetings so that it's easier for anybody to be a part of the conversation. Now, this is launching today and will be available for you to use within the next few weeks. But for now, I'll give you a quick glimpse of how it works. How to enable captions within my call all I all I'll do is go

to the bottom right-hand of my screen and select the option to turn on captions. And with that we're ready to go. Okay, everyone what kind of smart kitchen appliance do we want to start making next? Definitely a smart fridge they've been doing really well. I really think a smart way to go. Sorry Scott, I like the smart fridge idea to. Yep, I'm definitely team fridge. And with that it looks like we have a majority and we can plan to have a brainstorming session next time. Thanks everyone. I'll see you next time.

Bye-bye. Okay. And without L now headed off to my colleague Aishwarya will tell you about how to have a productive brainstorming session. So now that you've seen how to be productive in a meeting. Let's take a look at meetings that might require little more remote brainstorming and wakeboarding typically meetings like this or really unproductive and really hard because remote participants have a hard time jumping in and ideating together. A lot of times the people in the local rumor facilitating and it's hard for remote participants to jump

in with her ideas. So damn bored is here to solve exactly that problem Chambord is a digital collaborative whiteboard that allows you to ID and brainstorm together from different location. It says content on Google Drive so you can access it later. So you avoid the situation where you have to take a picture of a whiteboard and send it out to everyone after the meeting is over. So let's take a look at features on the jamboard itself. Well, it is a whiteboard. So hopefully you'd be able to draw and erase.

But the nice part is because it is digital. You can do cool things like use the lasso tool to group elements together. Make them bigger and even smaller if you need more room to write. My personal favorite feature is actually the auto draw tool so you can open up the toolbar on the right hand side. Stop on the auto draw tool and Heasley convert your drawings into illustrations right on the board. And if you're not an artist, so someone like me. This is a great way to still add visual content directly on the board.

So we taking a look at how jamboard has really saw the white boarding use case, but we're really excited to bring you are in a Grecian with Hangouts meet to tie Chambord even closer to the meeting room, especially because a lot of these whiteboarding is cases happened in the meeting room itself. Let's take a look at what that means and looks like on the board. So if you can see there's a meat icon that shows up on the top right-hand corner of the board when I tap on it it expense to it expands into a menu. The first item on the menu was actually join or

started meeting and if I tap on this I'm able to join a meeting with a meeting code and if I don't have one I can actually start a new meeting directly on the Chambord, but it looks like we have a meeting schedule here. So I'll join that in just a second your admin or if you're an admin in the room. You can actually configure your jamboard to enable this option to be persistently available on the champ. Once you do this, the gym word can be used as a meeting room device or Standalone meeting room device. And of course, you can also pair with calendar to be able to use the gym word as a

bookable resource in a room. So as I said before looks like we already have a meeting scheduled in our teams probably waiting for us. So I'll go ahead and join With one path, I'm dropped into this immersive Hangouts meet experience with my team waiting for me. The active speaker is in is in the center of the screen and all other meeting participants show up on the right hand side. The really unique things here is actually the stop to jam bar on this side this bar when I tap on it actually allows me to access the white boarding portion of the Chambord from here.

I can still use all the Chambord tools. I was using before I can open the menu. I can switch tools I can save and I can share But the really cool part is I'm still in the meeting and I can always switch back and forth between full-screen meeting and I can switch at any time to the whiteboarding portion all while still being in a call. Alright, so our team is ready to go and this is actually our team our jambore team from the New York and San Francisco office and they're really excited to be part of this demo. But for the purposes of this demo, we're going to do video only the gym where

is fully equipped with both video and audio during from eating but just for Simplicity, we're going to keep it video only. All right team. Are you guys ready to get started? Cool. Okay. I'm not really sure where we left off last time. Can someone please present the meeting minutes? Cool. Thanks. Karolina. All right. So Carolina is actually presenting her laptop screen directly into the call. And because of this integration with Hangouts meet were able to see exactly what's on her screen and use the gym bored as a secondary display or just a presentation screen in a room. So

let's take a look at these action item. It looks like we have to one bring store smart fridge features and to create a high level design for our for a smart fridge I guess. All right, let's go ahead and get started. I'm going to talk to Jim and everyone and everyone on our team is going to hop onto the same Sam. I've actually press this chance and attached it to the meeting ahead of time. So everyone can easily access it and collaborate with me. All right, let's do this. I'm also going to go ahead and present my jam into the meeting just in case someone doesn't

have accessed. Everyone can still follow the meeting. And of course anyone that has excess has access to the gym can always hop on and collaborate with me. Alright, I'm going to go to the second frame. Can we think of some cool smart fridge features that we want to see? All right, so as the team starts adding ideas. Looks like we already have some so they want to see what's in the fridge on-the-go. They want to see recipe ideas. They want the fridge to help them eat healthy. And of course, we do want some sister features on the

fridge itself. Do some awesome ideas. As you can see here, if we were all in the same room. This would be super easy for us to do. We just walk up to a board whiteboard maybe and throw some Post-its on there with their ideas and we'd be able to easily talk about her ideas and discuss them. But because we're all in different rooms that becomes a lot harder with a jamboard were able to use a sticky note tool to help us get there. Let me show you what everyone all the devices that people have been using to collaborate with us so far. It looks like Priscilla is in San Francisco on

her iPad using the iOS jamboard application over here is on his pixelbook. So he's doing from the Android application and it looks like the rest of our team is actually on their laptop. So they're using the gym word web application. Let me talk back to gym. So as you can see here, like it's super easy for everyone to regardless of the device there on or the room. They're in the Whiteboard with me. So let's take a look at a different scenario. We're actually let's do this. Let's elaborate on seeing with what's in the fridge and maybe assistive features.

Can we think of a way to combine both of those into maybe a design let's do this, next spring. Priscilla can you define maybe an iPhone app for us that shows us what the content of refrig looks like? Priscilla's are really talented designer from the San Francisco office. So let's see what she has up her sleeve. Oh, it looks like spots actually added an image as well. That's great. Alright, so, let's see if we can use the Google home hub and the design on this phone to maybe be able to ask

our phone was in our fridge. That sounds about right. So in the previous exercise you saw how people our team was able to just throw content using the sticky note tool and we were able to discuss her ideas. But here were you able to use the drawing tools and even our image search tool to add contents that more visual content to help us with our discussion. This is how it looks great Priscilla. Actually. I have a really good idea. Do you think you could draw some fridge to Let me see maybe if I move this.

Directly onto the fridge then we can just make sure the same design shows up on both our iPhone app and the phrase itself. That looks about right. I think we really have something here. Thank you. See you in New York. Okay, so that was just a lightweight. That was just a lightweight demo of what collaboration can really look like in the work space. As I said before these kinds of remote brainstorming meetings can be really hard when there's distributed offices and people on different devices that may not be able to see the Whiteboard or discuss with you. But using his tools

on the jamboard, we really make that seamless and by bringing meetings to the gym board. We've brought gym would even closer to solving the remote collaborating and white boarding problem. And so with that I really hope you were able to take away two to three tips that you can take back to your organization and share with your colleagues to make your meetings more productive and more effective way to have one more thing to say. So thank you has a great promotion going on for Jam boards at their Booth if you buy a champ or do you actually get the stand for free and that's over $1,000

value. So I really encourage you to stop by their Booth check out the promotion and also play around with the gym where they have there.

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Priya Murali
Ishwarya Venkatachalam
Robin Zueger