Why meeting room templates will save you and your team a ton of time

Tired of uploading and emailing the same documents over and over again for the exact same kind of meeting? Copy pasting documents and notes from one meeting to another?

Are you sure a team member isn’t discussing “presentation_v22_final_2_reviewed(3).pptx” while you’ve replaced it with “presentation_v22_final_2_reviewed(4).pptx”?

Meeting room templates are finally here and this is why they make life a whole lot easier!

1. You don’t have to re-upload your documents every single time

This one’s a real time saver. All you have to do is just upload your documents once to a meeting room template and you’re good to go from there. Documents uploaded in the meeting room template will automatically show up in all meeting rooms based on that specific template.

Besides uploading documents to a template, you can also:

• Add whiteboards with annotations.
• Prepare private notes.
• Change the default meeting room settings and sharing settings.

A triple time saver. What’s your excuse not to create a template already?

2. Auto-customize your meeting rooms per client type and/or conversation type

Intake meetings with clients of type A? Make sure the meeting rooms are prepped with your pitch for clients of type A. Success call with clients of type B? Add some private notes to make sure the right questions are answered.

You can create tailored templates for every segment. Just select the right template when creating a new meeting room or add the right template to a specific (team) appointment type.

For example:
Imagine that you mostly have the three same types of conversations: Sales conversations for large clients, follow-up conversations and a “pandemic impact” conversation for which you create meeting room templates A, B and C.

For each type of conversation, you can create a different appointment type: ‘sales talk’, ‘follow up chat’ and ‘impact talk’. In the general settings of each appointment type you can add respectively meeting room templates A, B and C.

3. Created a masterpiece during a meeting? Save it as a template.

If you’re still not quite sure how to classify your meetings or how to start and build a template from scratch, you can just await the perfect moment to hit the “save as template” button from any of your meeting rooms.

4. Achieve consistency in your team meetings

Global pandemic impacting your clients? Send out a mailing to book meetings with your team. Meeting rooms will be provisioned with clear instructions in private notes and a few power points ready to provide help. No training needed.

Not only does it help you to have successful meetings over and over again; it also ensures that your team members work with the right and final documents during the conversation.

Are there important questions to ask during a meeting? Make sure the agenda is listed in a whiteboard. Tips for juniors? Ad them in the private notes.

You can set up the meeting room templates for your team as a guideline. Link this to a team appointment type and the template meeting room will be generated for all of your team members when an appointment is scheduled.

In that way, every client will get the same service and nothing will be forgotten. No matter who’s hosting the online meeting.

Bonus: Use meeting templates in API generated meeting rooms.

If you are using the API to generate meeting rooms, you can simply specify the “templateId” when creating a meeting room.

The template id can be found in the templates overview. Full guide on the using templates over the API