MeetingSphere is the workshop solution that lets project management and risk professionals identify, prioritize and discuss the risks that are specific to the project. In this, it goes far beyond the ballot tools available with some popular risk management solutions.
When asked why they have added MeetingSphere to the more traditional tools of their trade, risk professionals typically respond:
Not having to meet face to face for getting results
Not having to meet face to face for getting results
MeetingSphere provides projectmanagers and risk professionals with the opportunity of running excellent risk assessment workshops online. This provides better results, accelerates the project and reduces cost and effort.
enables the 'right' people to participate
avoids delays in scheduling the workshop
avoids travel time and cost
allows for contributions before and after the workshop - also by those who could not attend the workshop itself
Candid disclosure of risks
MeetingSphere’s Brainstorm workspace offers full and trusted anonymity. This means that situations are disclosed honestly, even if they are awkward or embarrassing. Instead of requiring facilitators to spend considerable time and effort to overcome barriers to disclosure, MeetingSphere simply removes them. (learn more)
In the offshore oil industry stakes are high, which means we can’t afford to overlook things. This is why I use MeetingSphere. Participants can disclose what’s going on without having to wait their turn or being reluctant to speak out.
Nils Gunnar Aakvik, Management Consultant (Stavanger, Norway)
This works reliably even where the stakes are high and groups are difficult.
Nor is the willingness to disclose the only barrier to comprehensiveness removed by MeetingSphere. Some risks are not obvious and the old saying that people don't know what they know is true. In MeetingSphere such 'tacit' knowledge is revealed as the Brainstorm workspace pulls out all the stops. Participant A contributes one thing. Participant B contributes another. Participant C puts one and two together and spells out a not obvious risk. That rarely happens by traditional methods. (learn more)
Where relevant data exists, the brainstorming of risks can, of course, be seeded with the risks that apply to any project or endeavor of its kind. In this case, project or risk managers will simply ask something like “What risks are missing on this list” to focus on the specifics of the project at hand.
Once the risks are in, they are easily sorted into applicable categories (folders) which facilitates the elimination of duplicates and a shared understanding of the results.
Whichever way risk professionals are accustomed to play it, MeetingSphere’s Brainstorm workspace will give them the most comprehensive set of facts and insights they ever got from a group.
Instant validation of risks
Disclosure alone does not mean that something is real. Rather than spending time on collecting and discussing possibly anecdotal evidence, MeetingSphere’s Rating workspace will instantly bring out supposed facts which nobody else believes, just as it will highlight consensus or dissent.
Where there is consensus, rating helps not to waste time on ‘violent agreement’.
Where there is dissent, a drill-down into issues which are regarded as extremely relevant by some and irrelevant or untrue by others often provides valuable insight.
Risk managers value MeetingSphere’s Discussion workspace as it helps them to flush out the issues, the assumptions and the facts in the time available.
Clear prioritization of risks
With the Rating workspace, any list of risks can be assessed on multiple criteria such as “impact”, “likelihood” and “velocity”. Mapping against multiple criteria is fast because all participants rate in parallel. Ratings are valid because personal anonymity encourages honesty. Ratings can be tagged by ‘team’ (a demography).
Results are available in real time which enables the group to analyze them immediately if required. Risk managers can use results charts and tables to play back the shared assessment to the group. Results tables provide everything required for sophisticated analysis (e.g. normalized standard deviation as a measure of consensus, weighted or calculated values and threshold analysis).
Charts present the data as bar charts or grids as preferred.
For further analysis or follow-up processing in risk management solutions, risk managers can export the data to Excel.
I find the sophistication of MeetingSphere multi criteria analysis amazing. It is as if it were made for my job.
Danny van den Boom, Risk Consultant (Uden, The Netherlands)
MeetingSphere’s Discussion workspace enables facilitators of risk workshops to have participants discuss multiple risks (or issues) in parallel, candidly and while keeping an open mind. The Discussion tool engages participants and makes the most of their time producing a wealth of relevant, structured information that is simply out of reach in conventional workshops.
This extraordinary efficiency rests on several interrelated factors:
Simultaneous input enables participants to contribute when they have something to ‘say’ instead of having to wait their turn. Dominant personalities cannot shut out others by taking the floor or hogging the microphone. (learn more)
Working in parallel on a range of topics, allows participants to focus on risks they have something to say about, rather than wait for the discussion to move on to that risk.
Anonymity. Facilitators can choose either to tag contributions with the name of the contributor, or tag them with a ‘team’ (demographic) or to leave contributions completely anonymous. Anonymity enables candor and open-mindedness by overcoming social barriers such as hierarchy, fear of ridicule and concerns about loyalty or favors owed. (learn more)
Inclusivity. Being able to write instead of having to speak to a group facilitates the inclusion of those with a more introvert personality as well as of participants who feel at a disadvantage because the meeting language is not their mother tongue. Writing a contribution is far less stressful then having to make one’s case to an audience that may be impatient or unsupportive.
Interactivity. In MeetingSphere discussions, by default, contributions are immediately visible to everyone. This enables participants to balance statements they don’t agree with by a direct response, by asking a question or by asking for more information. It also allows for detail and comments to be added as well as responses answered where in a conventional setting, the ‘microphone’ would have passed on with relevant comments left unsaid and questions unanswered.
Structure. Facilitators can use of prompts (or questions) to ensure that important aspects are covered and analyzed for each item, for instance, the interrelatedness (or conflict) with other risks/mitigating actions or whatever is required to understand or manage that set of risks.
Efficiencies of digitalization
When talking about MeetingSphere, project and risk managers agree that their collaborative meetings and workshops have become much faster and more productive. Being able to do “twice as much in half the time and get a better result” amongst other things, is caused by:
all participants working at the same time (learn more)
removing social barriers to disclosure (learn more)
participants keeping an open mind thereby actually 'hearing' what is said (learn more)
easy organization and reorganization of information
Successful meeting and workshop agendas can be saved as templates, accelerating the setup of future workshops dramatically. PMOs and practice leaders use templates to spread best practice throughout the organization.
All MeetingSphere tools are self-documenting. This means that all input to a MeetingSphere meeting is captured, sits in one place and is easily available for reuse or further processing in another meeting. (learn more)
For follow-up processing, presenting and analyzing in other tools and systems, facilitators can export the data as an Excel file. A full report is available instantly as a Word document.