Situation
The department was responsible for managing the rhythm of business for executive meetings for a $100B+ international technology company.
The meetings crossed multiple regions and service areas, requiring significant amounts of executive time as well as significant operational lift from the team.
The team struggled with delivering its commitments smoothly and was looking for ways to simplify its operations.
Action
We partnered with the team’s director to:
Define the team’s vision and principles: “The right people at the right cadence with the right level of information to drive actions and decisions”
Analyze meeting structures to identify redundancies as well as “meetings-that-should-have-been-a-simple-document-instead”
Apply “role-based” policies to curate meeting attendance
Establish governance around key workflows to simplify operations, streamline approvals, and reduce the administrative burden
Secure executive alignment and designed pilots to test the new workflows
Coach the team on implementing the changes, including communications and change management for all affected teams
Create a centralized information hub to significantly reduce the confusion of multiple communication channels
Results
Country-level meetings were either streamlined into a monthly written report or elevated to the regional level. The attendee list for all meetings were significantly curated.
Eliminating the country-level meetings and reducing the number of executives in the meeting resulted in a 70% reduction of estimated executive time spent in meetings.
Governance and workflows around meeting templates, meeting orchestration and other activities were streamlined and document for seamless coordination within the team.
The amount of orchestration time was cut from 3 months to 1 month, with significantly reduced administrative overhead.
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