Getting started with AskCody

The importance of a thorough implementation

Why? Because no system is "better" than the individual user and people using it, nor how the system is configured to meet the needs of the business. 

You see, the key to an efficient and seamless workplace experience achieved by implementing a Meeting Management Platform like AskCody is alignment between "System," "People," and "Processes." Ensuring that the System, People, and Processes are in sync creates symbiosis. That's the perfect trifecta you are looking for. And that's what you need to achieve excellence and success.

So, we build our implementation around that to have you covered and help you be successful. You can start implementing AskCody on your own, but we highly recommend that you continue reading and select our recommended Premium Services program for continued success.

AskCody is a comprehensive Platform covering room, meeting, and workspace bookings, indoor maps and floor plans, visitor management, meeting services request, vendor and conference service management, and custom integrations for automating workflows and processes all integrated under one roof as an all-in-one Platform. Customers tell us, and we also believe, that the true value in AskCody is when the entire AskCody suite is brought together and used as a Platform, not as separated, individual tools or features. That's why AskCody is only provided as a full Platform, not as individual features or modules. We built our Platform to work seamlessly with all our modules and offerings, and they are simply better when combined.

Implementing AskCody requires 3 things:

• Understand the features and potential of the system (that's on us to educate you on what the capabilities of AskCody are)

• Understand the processes and requirements of the business implementing the system (this, we can't do alone - you must educate us on how you (want to) operate and how your workplace works)
• Understand, know (and train) the people using the system to support that business (this, we create and do together to achieve meeting excellence)
  

To achieve perfection, it’s created in symbiosis between People, System and Processes. It's as simple as that! (But it's really not that simple)

Learn more about:

Meeting Journey Mapping

Meet Kim, our Customer Operations Director, sharing how that works:

"Meeting journey mapping or business logic workshops is our structured approach to visualizing and designing the entire meeting process, from preparation to follow-up, to enhance the experience for all involved parties and stakeholders in managing meetings.

When meeting journey mapping is applied and integrated during the implementation of AskCody, it significantly enhances the value and effectiveness of the platform, leading to better meeting outcomes and overall organizational productivity."

 

 

Kim JensenCustomer Operations Director

What is Meeting Journey Mapping?

Getting the most out of AskCody, prior to implementing, we highly recommend that you meet with all stakeholders and personas involved in managing meetings in your workplace, to map the entire meeting journey, to understand the process of managing meetings better, and get a holistic 360 view of meetings.

Meeting Journey Mapping is a crucial step and achieving success in implementing a Meeting Management Platform like AskCody.  In its essence, it's creating a flowchart of all steps and all stakeholders and personas involved in managing meetings, and its sequential dependencies. 

Mapping out all processes related to meetings and managing them within an organization is a crucial step before implementing a meeting management solution. This process, often referred to as "as-is" analysis or "Meeting Journey Mapping", involves understanding the current state of affairs and processes in terms of how meetings are scheduled, managed, executed, conducted, and documented. Here are several reasons why this step is essential to perform as the team implementing AskCody to achieve a successful implementation:

1. Identifying Inefficiencies: Mapping out existing meeting processes allows organizations to identify inefficiencies and bottlenecks. It helps pinpoint areas where time and resources are being wasted, to many activities are manual, bottlenecks, whether due to redundant tasks, unnecessary meetings, or communication breakdowns. This information is vital for streamlining processes and making meetings more effective and the process more efficient.

2. Understanding Stakeholder Needs: Different personas and stakeholders within an organization have unique needs and expectations when it comes to meetings and managing meetings (the priorities of the receptionists are not the same as with IT or FM). Mapping out processes provides insights into how various teams and individuals currently engage with meetings and managing them. This understanding is crucial for tailoring a meeting management solution to accommodate diverse requirements, contingencies, and preferences, and helps you as a team and organization prioritize. 

3. Clarifying Roles and Responsibilities: Meeting processes often involve multiple individuals with distinct roles and responsibilities. Mapping these out helps clarify who is responsible for what during different phases of a meeting, from scheduling to follow-up actions. This clarity is fundamental for accountability and ensures that everyone understands their role in the meeting ecosystem and throughout the meeting journey.

4. Enhancing Communication Channels: Effective communication is essential for successful meetings and efficient meeting management processes across your entire organization, as it involves many different parties and stakeholders from different functions (Office worker, Kitchen, FM, IT, Finance, Hospitality, Security, etc.). By mapping out existing processes, organizations can identify communication gaps and opportunities for improvement. This includes not only the communication within the meeting management process itself but also getting are more holistic understand of how all the steps across the organization must play together in harmony. Understanding these dynamics is critical for implementing a comprehensive meeting management solution.

5. Gaining Insights into Technology Integration: Organizations may already be using various tools and technologies for meeting management tasks. Mapping out processes helps identify these tools and how they are currently integrated into the workflow, if they are redundant or needs adjustment. This knowledge is invaluable when selecting or developing a meeting management solution that seamlessly integrates with existing technologies, preventing redundancy and ensuring a smooth transition.

6. Aligning with Organizational Goals: Every organization has specific goals and objectives. Mapping out meeting processes allows for an assessment of whether current practices align with these overarching goals set by the overall organization, not the single individual. It helps ensure that the proposed meeting management solution supports the organization's broader mission and contributes to overall efficiency and productivity.

7. Managing Change Effectively: Implementing a meeting management solution often involves change. Achieving success is must more about driving the change management process, than the system itself. By understanding the current state of meeting processes and involving key stakeholders in the mapping process, organizations can proactively manage resistance to change. Clear communication about the reasons for the change and the benefits it brings helps create a smoother transition.

In conclusion, mapping out all processes related to meetings and managing them provides a comprehensive foundation for implementing a meeting management solution. It enables organizations to address inefficiencies, understand stakeholder needs, clarify roles, enhance communication, integrate technology effectively, align with organizational goals, and manage change more effectively. This proactive approach sets the stage for a successful and seamless implementation of a solution that truly meets the organization's needs.

Learn more about Meeting Journey Mapping here, and why it's crucial prior to implementation

Your fast track to continuous success: Choose our Premium Service Plan

With Premium Services, you don't have to do it alone. We're here to help. Premium Support and Customer Services is designed for all customers who want more personalized onboarding, implementation, support, training, and faster ROI.

AskCody's Customer Success Team and Solution Engineers are here to answer your questions, help you master the Meeting Management Platform, and ensure you're getting the most out of your investment. Especially to help you oversee your Meeting Journey mapping process.

AskCody is more than software - it's a way of running a smarter workplace

Continuous end-user training to ensure adoption 

Re-implementing and re-training are key to maintaining success with your platform. In many workplaces, 20% of staff is replaced in a year; after all, that is 5 years of working in the same company.

For a 2000-person organization, that's equal to 400 new colleagues every year, and every one of those colleagues should also be properly trained and onboarded in how your Meeting Management System works according to how that exact workplace operates. Otherwise, they don't understand the business (processes) or the system. And that's actually where we see most organizations fail, as new employees are never trained or onboarded, leading to frustration, misunderstanding, and, in the end, a desire to replace the system, as it "doesn't work as it's supposed to" simply because no one knows how the system works, how it's configured (or why), and are never trained.

We would love to show you AskCody

 Talk to one of our specialists to learn more about AskCody now