Digital meeting room solutions can improve efficiency for cross-border meetings by allowing all attendees to be involved regardless of location. Key considerations include combining Lean and Agile principles with technical tools to facilitate interaction, vision, and hearing for remote participants similarly to in-person meetings. Digital whiteboards integrated with tools like annotations and live sharing of documents provide multiple benefits over traditional meetings such as accommodating different locations, reducing space needs, and improving security and participation.

1. Tool
Digital meeting room solutions for efficient cross border meeting
Improve meeting efficiency when attendees are not co-located
• How get all attendees involved?
• How efficiently manage the activity of a cross-border team?
Key points: combine Lean & Agile principles & technical tools from the market.
Practices already used in education in Canada e.g. for on-line courses

2. Digital meeting room
the Rolls-Royce: iObeya solution
Among all competitors, iObeya has succeeded to fully digitalise
• a physical Whiteboard
• All the tools around it (e.g. post-it, pen, ink, etc …)
the key points: this study and benchmark were done in 2014 and should need a refresh specially in terms
of price and potential new actors or tools, but it might help you at least define what is your need

3. Digital meeting room
The 4 potential reasons you would need a Digital meeting room
The digital Whiteboard/meeting room answers to 4 of your potential needs
• Muliple locations, lack of surface, lack of security, lack of animation
the key points: used by Peugeot PSA, Airbus, …

4. Visual management
How does man capture information?
Man captures 94% of his information through
• Vision
• Hearing
the key points:

5. Visual management
How does man record information?
Man record 90% of his information through
• Interaction
• Vision & Hearing
the key points:

6. Visual management
How does man record information?
Man record 90% of his information through
• Interaction
• Vision & Hearing
the key points:

7. Visual management
What is a Digital meeting room?
• All attendees see the same things
• All attendees hear the same things
• Focus is kept through live interaction e.g. annotation, movement
the key points:

8. Cross border meeting
What is the problem and the main root causes?
• Misunderstanding
• Unclear goals
• Static meeting
the key points: use the ‘5 Why?’ tool

9. Run more effective cross border meetings
Configuration 1: Smart Board + Visio conference call
• All people are in meeting rooms
• SmartBoard: for Large Touch screen allowing live interaction
• Visio conference call to co-locate remote attendees
the key points: find how build your own solution integrated in your own eco-systems
eWB content

10. Run more effective cross border meetings
Configuration 2: Smart Board + PC + Microsoft solution (OCS/Lync)
• People are in meeting rooms or at their desk
• SmartBoard: for Large Touch screen allowing live interaction
• Visio conference call to co-locate remote attendees
the key points: find how build your own solution integrated in your own eco-systems

11. Run more effective cross border meetings
Configuration 3: PC + Microsoft solution (OCS/Lync)
• All people are at their desk
• SmartBoard: for Large Touch screen allowing live interaction
• Visio conference call to co-locate remote attendees
the key points: find how build your own solution integrated in your own eco-systems

12. Run more effective cross border meetings
Market benchmark: 2014
• This study also includes the requirement regarding the « live annotation » i.e.
• The digital ink natively developped by companies like Microsoft
• The hand-writing recognition and the injection into Microsoft documents like PowerPoint, Excel, etc …
the key points: the adoption by users is like yours with your smartphone. If the use is not natural enough, you’ll not use it. So
my test criteria was : is it ease to use?