Improving meeting productivity with purpose-built 3rd party app for Microsoft Teams meetings.
Key Decisions use cases for Vestas
Vestas has more than 2,500 active users globally, and continues to increase usage.
Collaboration and planning
Putting the right tools in the hands of their employees has increased meeting efficiency at Vestas.
Vestas saw an opportunity for executives and their administrators to run better cross-departmental meetings where decisions were being made.
"It’s important to us to equip colleagues in the organization with streamlined ways of getting their work done so they can have a fulfilling workday where they feel that their contribution to the organization is effective, and their personal goals are being achieved."
With a mission to help the world move to sustainable energy sources, sustainable innovation is at the heart of everything Vestas does. It has spent the last forty years developing wind as an alternative energy source and now it has turned its focus on making its internal processes sustainable too. So, Vestas implemented Decisions, a purpose-built 3rd party app, into its Microsoft Teams and Microsoft 365 platform, enabling significant productivity improvements in meeting management throughout the organization. This new, powerful solution helps employees save time, make crucial business decisions faster and above all, improve mental wellbeing in the workplace by reducing frustration over poorly executed meetings.
“In the same way that Vestas is committed to building sustainable energy solutions, we think it’s imperative to help employees have a sustainable workday. How we ask people to collaborate, participate and contribute must be done in a way that’s meaningful to the employees, so their mental wellbeing can be safeguarded.”
Jakob Ventzel, Senior IT Collaboration Architect in Global IT at Vestas, is reflecting on why the global energy company set out to digitally transform its internal operations. Vestas employees throughout the organization conduct thousands of meetings every day, but very often these meetings are not as productive as they could be. This leads to additional follow-up meetings needing to be scheduled which can be wasteful and frustrating for those involved.
“We were looking for a meeting management solution that could make our meetings more efficient through enabling better preparation for, execution of, and follow-up on meetings,” explains Ventzel. “It’s important to us to equip colleagues in the organization with streamlined ways of getting their work done so they can have a fulfilling workday where they feel that their contribution to the organization is effective, and their personal goals are being achieved.”
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“Decisions builds on current functionality in Microsoft Teams. Through the partnership with Microsoft, we have developed a solution which also integrates with Outlook, Word and Planner. Decisions makes agenda creation a collaborative process and ensures effective capturing of tasks and decisions.”
“Decisions builds on current functionality in Microsoft Teams,” explains Mikkel Stærk Dickenson, Senior Account Executive at Decisions. “Through the partnership with Microsoft, we have developed a solution which also integrates with Outlook, Word and Planner. Decisions makes agenda creation a collaborative process and ensures effective capturing of tasks and decisions.”
Meeting organizers in Vestas can create an agenda in Outlook, while participants can contribute to the preparation directly in Microsoft Teams. During the meeting, Decisions allows people in Vestas to manage time efficiently. After the meeting, the minutes can be automatically generated, and follow-up tasks can be managed in Planner.
“Virtual meetings can often go off track which can be both frustrating and demotivating,” says Dickenson. “It is important for meeting culture that everyone is aligned on the purpose of the meeting and the expected outcome, so the time participants spend together is more effective. To support this, the application nudges effective behaviour before, during and after meetings. It also dramatically reduces the number of emails being sent containing different versions of material, so everyone has up-to-date information.”
Since piloting the solution, it has been rolled out to more than 200 Microsoft Teams teams across the organization. The solution has been made available to all employees, and currently there are more than 2,500 active users globally.
Read the full customer story on the Microsoft website.
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