Using CafeX to manage a short term objective

Scenario
In this scenario, you have several new business opportunities that you want to review and priortize with your colleagues.
Progress
Starting a new track
  1. Log in to CafeX.
  2. Open fast track menu
  3. Create a new track and write a brief summary, outlining that you want to review and prioritize the new opportunities you have found.

See: Starting a track

Bringing your opportunities together You have lots of documentation to share with your team. You have already captured information in separate documents for each opportunity. You store each document in your organization’s Google Drive.

  1. Visit your track.
  2. You add a link for each document to the track.
    This lets you find it quickly when you need to refer to it.

See: Sharing content in your track

Building your team Now that you have all your content ready to share, you can build your team to review your documents, by inviting people to your track.

  1. Add the new members to your track.
  2. CafeX invites them to take part and guides them through signup if necessary.
  3. If you want your team to add their own content, set their roles to collaborator. Otherwise, you can set their roles to viewer and they can still join meetings and chat.

See: Managing track members

Holding a meeting Now is a perfect opportunity to start a meeting with your colleagues, so you can discuss each opportunity in details.

During a meeting:

  • You present each of your documents from within the track to engage your team.
    See: Presenting content
  • When discussing the opportunities you determine which ones your team follows up on. You create and assign actions for the opportunities.
    See: Managing track actions
Monitoring progress Use actions to monitor progress.  You decide to create new tracks for each opportunity to follow up. When all your actions are complete, you decide to close the track because you reach your goal.

See: Ending a track

Benefits
You
  • Gather all the necessary information before the meeting starts.
  • Refer to your documents quickly from within the meeting without interrupting the flow.
  • Raise actions immediately, so nothing is lost.
Your colleagues
  • Access to relevant documents before the meeting starts.
  • No time wasting by requesting access to specific documents.
  • Stay engaged during the meeting.
Your organization
  • Record outcomes and decisions.
  • Reach consensus quickly.
Taking it further