Interview

How to align teams and projects with Confluence

"It's so fast to use, that's the beauty of it!"
Tanya Fraser - Croomo Ltd.
Digital Project Manager

Interview

How to align teams and projects with Confluence

The company Croomo is one of the amazing Innovators which first used Meetical for Confluence. We've got a chance to speak with Tanya Fraser to ask her how it goes and found out that "it's working super well"!

Customer Interview

Lukas Gotter (Meetical): Nice to see you again Tanya. Croomo already took part in the Meetical Cloud Beta and you've been using the product for quite a while now. How did it go with Meetical, can you give us a review?

Tanya Fraser (Croomo):

It went really well. Meetical was taken up by a lot more people than I'd expected. I'd expected a few key people to use it, maybe one or two. But I've found far wider use. There's about six or seven people that tried it and they're going to use it more.

We've got a team of four key project managers, program managers and product owners. I expected them to use it, but what I've found is that some of the executive suite people are using it as well. And they all like the idea of it.

Meetical was taken up by a lot more people than I'd expected.
Tanya Fraser, Digital Project Manager at Croomo

Lukas Gotter: That's great to hear. And what type of meetings did you use mostly?

Tanya Fraser:

It's working super well for internal meetings where everyone who was part of the invited list is in the app confluence group. It’s also working really well for project updates and for internal team meetings — basically for all meetings that have a lot of outcomes and tasks. It's allowing us to start to use Confluence and Jira more.

So we're starting to use Confluence more for the projects. People weren't using the tasks and Confluence particularly, but this is allowing us to move into Confluence more now and use it.

So what's happening is that we're stopping using Google Docs for meeting notes and move them into Confluence more, which I like, because it's centralizing all the information in one place.

I'm also using Meetical for external client meetings where I'm taking notes and it gives me a centralized place to keep everything recorded, where everyone else can see it also. I can also send clients a take home version of that, since not all of our clients are shared with us on Confluence.

We're stopping using Google Docs for meeting notes and moving into Confluence more, which I like, because it's centralizing all the information in one place
Tanya Fraser, Digital Project Manager at Croomo

Lukas Gotter: Great. Anything else you can recall in the last two weeks, in terms of review of the product itself?

Tanya Fraser:

It's so fast to use, that's the beauty of it! It's made keeping minutes a functional working thing. We are a company that's grown. Our company thinks of itself as a startup. We're not anymore. The company's been around for a little bit long, too long to be a startup. But the mentality is a startup mentality. No one wants to take minutes. No one wants to keep records and then they wonder why they can't remember anything. So – we're trying to scale.

This is a tool that's helping us scale easily with our existing tools. So it's basically allowing us to introduce meeting minutes into the organization in a pretty painless way. People have been trying to put them in Google docs… and no one would ever see them again. And we weren't using Confluence minutes because they were a bit painful. This has made it really easy: you create a meeting, click a button and the minutes are created and linked immediately.

On the day, people go to the Google calendar, look at it, find the link, they go to the page and that’s it. We're sharing the minute taking in our meetings, cause you know, we don't have a secretary or someone to take minutes. And so everyone in the teams is getting an opportunity to contribute to that on Confluence. It's working really, really well.

It's so fast to use, that's the beauty of it! ... you create a meeting, click a button and the minutes are created and linked immediately.
Tanya Fraser, Digital Project Manager at Croomo
Lukas Gotter:

That's amazing to hear.

So before you had Meetical, what was the situation regarding meetings at Croomo like?

Tanya Fraser:

Before Meetical, there was an ad hoc approach to taking minutes. Some teams did, others did not. It wasn’t a uniform approach. They would often be filed, just sent as an email or filed in Google docs. Even in the two weeks we’ve been using Meetical, I'm noticing a standardization of the way people are doing minutes.

Meetical is helping us standardize our approach to minutes across the organization in a pretty painless way, especially for the key meetings. It's also increasing the use of minute taking and sharing and is making Confluence minutes functional.

Prior to Meetical, using Confluence minutes really wasn't going to happen, because it was an extra process that was a bit hard. With Meetical, it's close to automatic and it's easy.

Prior to Meetical, using Confluence minutes really wasn't going to happen, because it was an extra process that was a bit hard. With Meetical, it's close to automatic and it's easy.
Tanya Fraser, Digital Project Manager at Croomo

Lukas Gotter: Nice. So that brings me to a typical product owner question. On a scale from zero to 10, how likely are you to recommend Meetical to friends and colleagues?

Tanya Fraser: If someone wants to improve the use of minute taking in a pretty painless way: 10 out of 10. Assuming you're using Confluence. Yeah, I would absolutely recommend it! It makes meeting minutes functional.

Lukas Gotter: Amazing, and who would you recommend it to?

Tanya Fraser:

I would recommend Meetical to anyone using Confluence and Jira and wanting to keep a record of key meetings. Project managers, product owners, account managers, producers. People managing projects within Jira of any kind and running minutes.

Actually I would recommend to anyone running any kind of work where they've got to sit down around a team. You can use it for scrum notes too if you were running scrum. You could probably do some really good kind of sprint and scrum reports using Meetical with a custom template.

I would recommend Meetical to anyone using Confluence and Jira and wanting to keep a record of key meetings.
Tanya Fraser, Digital Project Manager at Croomo

Lukas Gotter: Yeah, definitely. I come from a scrum background and we were using Confluence a lot for reviews for example, you know, because that meeting is really key and you have important stakeholders joining from time to time, some only once or twice every quarter. And these meetings tend to have a very dynamic nature. You have people there giving important feedback and shouting ideas out spontaneously. You really want to save that somewhere. So I think for the review meetings it would absolutely help.

Tanya Fraser: Yeah. Cause anytime you are scheduling a collaborative meeting, you can use Meetical!

Lukas Gotter: And, do you also use it for ad hoc meeting notes?

Tanya Fraser: Actually, I have had a couple of situations where we were suddenly having a meeting. Because we were all working remotely, we tend to do a Google Hangouts or a zoom meeting even for an ad hoc meeting. So you're creating a calendar invite anyway. So I did do it for one meeting, which was an ad hoc meeting. Whether I would do it when we're all back in the building together, I'm not sure. But yeah, I have, and I think that's a function of remote working.

Lukas Gotter: Great! – Anything else which comes to your mind? Do you have a feature you wish for maybe?

Tanya Fraser: Not really, I'm so pleased to actually have Meetical at the moment that I haven't really been thinking about it. The only thing I hope Confluence is that itself gets slightly better at templates, as sometimes I can’t set the labels properly on the templates.

Lukas Gotter: Ok, well that's also great to hear.

Tanya Fraser: My focus was finding a tool that made Confluence meetings work and this does. Because, let's be realistic, Confluence is not the easiest thing to use. If someone is not familiar with confluence… and I've got a couple of staff members who aren't, they find it so hard to use because they're used to opening a document and just typing. In Confluence they have to go to edit mode first, but then sometimes they forget to publish it, or similar issues. But Meetical makes using Confluence easier.

My focus was finding a tool that made Confluence meetings work and this does!
Tanya Fraser, Digital Project Manager at Croomo

– This Interview took place on May 26th 2020. -

Croomo is a multiple award-winning digital training agency, for workforce and other learners. www.croomo.com

Meetical is offering the cutting edge App “Meetical Meetings” to help companies truly excel at meetings, by using Confluence Meeting Notes and the tools customers already have and love. www.meetical.io


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