The way we do meetings today is broken. Meetings at most organizations are PowerPoint-driven lectures, structured to offer little opportunity to get real work done and real decisions made. But there is an alternative. The flipped meeting - pioneered by innovative companies like Amazon and LinkedIn, and built on the model of the flipped classroom that has been rolled out in universities across the country and around the world. Panopto makes it easy to record, share, and search video–in a single solution that requires no specialized hardware and no training. Panopto’s video content management system automatically standardizes almost any video camera, then automatically encodes and uploads to a secure, searchable “Enterprise YouTube” of video content that can be shared internally or with partners and customers. For more, visit www.Panopto.com or call 855.PANOPTO today.

1. TURN YOUR MEETING
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855.PANOPTO
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Your guide to doing more — in less time
—by flipping your meetings
ON ITS HEADON ITS HEAD

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The way we do meetings today is broken. Meetings at most organizations are
PowerPoint-driven lectures, structured to offer little opportunity to get real work
done and real decisions made.
But there is an alternative. The flipped meeting—pioneered by innovative
companies like Amazon and LinkedIn and built on the model of the flipped
classroom that has been rolled out in universities across the country and
around the world.
The flipped meeting approach is revolutionary in its simplicity:
• Share the informational presentation before the meeting so participants
are fully informed up front
• Focus the meeting on making decisions, opening discussion, and getting
work done in the meeting, not afterwards
This handbook includes a guide to developing a flipped meeting culture in your
organization, including:
• Pre-meeting communication and information sharing needs
• In-meeting group management best practices
• Ideas for using video to make flipped meetings even more efficient
Flipping your meetings can help you win back time wasted in meetings, ensure
that every meeting you attend is productive, and empower your teams to
collaboratively make smarter, timelier decisions.
Bringing Everything into View

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Panopto creates software that enables businesses and academic institutions
to record and view searchable video presentations in minutes from any device.
Businesses can use Panopto to record and live stream:
• Review, recap, and summary communications
• All-hands meetings
• Executive communications
• Events for customers, press, and investors
• Product demonstrations
• Sales and marketing presentations
• Employee training and onboarding videos
• Web conferences
Panopto also enables individual employees to record and share videos in a
secure, centralized video library.This facilitates:
• Social and informal learning
• Capturing the knowledge of retiring employees
• Sharing knowledge across a global workforce
Panopto’s video library includes unique search functionality that enables
employees to search inside videos for any word mentioned or shown onscreen
during a video.
Panopto is currently in use at Fortune 500 companies around the world and
is the fastest-growing lecture capture solution at leading universities. Privately-
held, Panopto was founded in 2007 by technology entrepreneurs and software
design veterans at Carnegie Mellon University’s School of Computer Science.
Panopto was recently recognized by Gartner Research as a “Leader” in its
2014 Enterprise Video Content Management Magic Quadrant. Learn more at
http://panop.to/gartner-leader.
Want to try Panopto for yourself? Visit www.panopto.com today for a free 30-day
trial or to schedule a demonstration of our software.
panopto on a page

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The Way We Do Meetings Is Broken......................................................................... 5
Pioneering A New Kind Of Meeting......................................................................... 6
Can A Better Classroom Inspire A Better Meeting?................................................ 7
The Basic Flipped Meeting...................................................................................... 8
The Six-Part Flipped Meeting Framework................................................................ 9
Making Flipped Meetings Easy—With Video......................................................... 10
Pre-Meeting Summary Video............................................................................. 11
Post-Meeting Summary & Action Items............................................................. 11
Record R.O.L.E Meetings.................................................................................... 12
In 100 Words: Why Panopto Is An Essential Part Of Your Flipped Meeting............ 13
Key Takeaways......................................................................................................... 13
OVERVIEW
Turn Your Meeting On its Head

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~31~Hours each month1
that you, your colleagues, your team, and everyone else you know will
spend in unproductive meetings.That’s 50% of the total time you’ll spend in meetings each
month.And almost a full week’s worth of time you could have otherwise used to actually get
something done.
~91~Percent of those among us willing to admit to having daydreamed through unproductive
meetings.2
Or if you aren’t prone to zoning out, you may still count yourself among the 73%
who bring other work to their meetings, or the 96% who’ve just skipped a less-than-useful
meeting outright.
~37~One estimate of the annual US salary cost alone3
for all the pointless meetings we
attend—$37 BILLION down the drain annually. It’s a figure that accelerates as we schedule
more and more meetings, with more and more attendees, every single year.
THE WAY WE DO MEETINGS TODAY IS BROKEN
Too many organizations—large and small—are addicted to bad meetings.
Too many of our meetings start with little more than a quick agenda and a whole lot of wishful
thinking.We hope the right people will attend, that they’ll know offhand whatever information
we may need, and that we can talk ourselves into a workable consensus.What we often get
are partly-attended sessions with partly-informed participants, often only able to accept or
reject the meeting scheduler’s ideas rather than come up with intelligent thoughts as a group.
We meet to “talk over”, to “get alignment”, to “give status”, to “report back”. Important
communications no doubt, but all things that could be accomplished with an email or
a casual conversation.When these objectives become formal meetings, they invariably
transform into 60 minutes of a single person droning on over PowerPoint, with 10 or so other
people politely sitting idle while their inboxes fill up.

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For all our addiction to meetings, we almost never meet to actually get work done. Instead, we
use our meetings to create lists of things to do once we’re no longer wrapped up in meetings.
Next steps, decisions needed, approvals sought—all the essentials of our projects that need
our team’s attention, meekly outlined for later when we could have just worked on it while we
were all together in the first place.
IT DOESN’T HAVE TO BE THIS WAY
Innovative companies like Amazon4
and LinkedIn5
are pioneering a new way.Theirs is a new
style of meeting that prizes action over presentation. Engagement over attendance.And
actual information over pretty PowerPoint slides.
Best of all, it’s a new format that any organization can adopt overnight—all it requires is a
simple, fundamental change in two of the expectations we have for our meetings.
First: this new style mandates that the presenter share their presentation before the
meeting begins, and that the audience likewise review it ahead of time.
At LinkedIn, this simply means decks are shared 24 hours in advance.Amazon goes a step
further, dedicating 5-15 minutes at the start of each meeting as “quiet reading time” so
participants can read the materials.
Second: this new style insists that rather than creating lists of things to do later, everyone
attending the meeting must use that time to execute on the objective of the meeting.
Whether the goal is to make a decision, outline a plan, revise a workflow or anything else, the
team must use the scheduled meeting time to actually achieve those goals—then and there.
What’s the value? In a word, action.
Reviewing presentation materials in advance ensures attendees will have time to earnestly
consider the subject.Assumptions can be double checked. Subject matter experts can
be brought to comment.Alternatives can be imagined. Healthy debate can ensue.And
presenters can’t blindside anyone in making their case.
Traditional meetings are structured to minimize disagreement and debate with the presenter
doing most of the talking. But real progress can only be made if you structure meetings in a
way that brings up points of disagreement as early in the meeting as possible—minimizing
time to disagreement and maximizing time available for the collective to come to consensus.
And that’s the promise of the flipped meeting.

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Expecting decisions to be made during the meeting—and dedicating the meeting time
to discussion rather than presentation—encourages all attendees to stay engaged, adopt
positions, make informed decisions, and keep projects moving.And when they walk out the
door to understand the big picture of why they took action.
Can a better classroom inspire
a better meeting?
While Amazon and LinkedIn are at the bleeding edge from a corporate perspective when it
comes to flipping the format of their meetings, they are laggards in the big picture.Academia
has been leading the way with flipped classrooms for the better part of a decade.
The flipped classroom concept came about to solve a problem as old as education itself—
how to effectively teach an entire group when individuals learn at different speeds.After
centuries of the classic “lecture & homework” system forcing fast and slow learners alike to
adapt to the pace of the teacher, a new model has emerged.
In a flipped classroom, students are expected to review each day’s lesson before class.
Teachers assign reading selections, and often couple them with short lecture presentations
(often called “microlectures”) recorded ahead of time with software like Panopto.This enables
students to take as much time as they require to learn each subject, rereading materials and
rewinding the video whenever they may need.
In the classroom, the teacher acts as guide for the now-prepared class to engage in
discussion and work on their daily assignment (which would have been homework in the old
model). Because they’ve had time to prepare, students are often better able to work through
the activity—and always have their classmates as well as their teacher nearby should a
question arise (rather than guessing later on at home).
The flipped classroom gives students the flexibility they need to take in a lesson, then makes
the best use of class time to ensure students can think through their work, check with peers,
and discuss ideas with their professor.
Best of all, flipped classrooms actually work—study after study reports that reviewing
materials beforehand and turning a lecture into an interactive working session yields
statistically significant improvements in engagement, test scores, and long-term learning.6
Amazon, LinkedIn, and hundreds of other intelligent organizations around the world are
putting the flipped concept to work for their meetings—isn’t it time your company did too?

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the basic flipped meeting
Once you’ve gotten all the parties at the table, your basic flipped meeting is easy.There’s just
one catch: once you’re all at the table, you’ve already missed the opportunity to flip.
Flipping a meeting requires the meeting organizer to plan—and communicate—ahead of
time.Whether your next flipped meeting succeeds or fails almost always depends on the work
done before anyone even opens the conference room door.
To ensure the success of your flipped meeting, there are three essential elements you’ll need
to prepare and share ahead of time:
Your goal(s) for the meeting
You can’t flip a meeting if you don’t have anything for the assembled group to achieve.
What work do you want to get done? What decisions do you want made? Be specific.
Your driver(s) for the meeting
The meeting driver should have the authority to ensure the meeting produces results, and to
act on those results. Most of the time that will be you, but you may need to prep your boss
(or another member of the team) to lead in some cases.
Your materials for the meeting
The whole point of meeting as a group is to discuss, so you’ll want a discussion guide
prepared in advance. Give people the information they need in order to participate in an
informed way, with enough time to reasonably review it all.
In terms of lead time, 24 hours is the gold standard. If you’re just testing out the flipped
meeting format, start there and see how people react.You may find 48 or 72 hours is more
suitable for your team, or instead that just a few hours’ notice for meetings scheduled later in
the day works perfectly.

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In terms of sharing information, this too will be something to test and optimize with your team.
You may find the same PowerPoint deck you already create works perfectly, or that a brief
bullet point outline via email suffices. Or, you may find that adopting a new model improves
the outcome—Amazon now famously organizes meetings around 6-page Word documents7
.
Whatever your format, the crucial part of information sharing is actually sharing enough
information for attendees to make informed decisions. Early on it may be helpful to use a
documented framework to ensure the right information is shared as you work out what’s
right for your organization.
The SIX-Part Information Sharing
flipped meeting Framework:
Context or Question:
In 1-2 sentences, what is the issue that must be resolved or action that must be taken?
Larger Vision:
What are the overall objectives that describe at a high level what success looks like?
Our Tenets:
What are the enduring, guiding principles for our organization we will use to evaluate
this decision or work?
Assumptions:
What are the fundamental assumptions made in formulating options? What are the
key facts relevant to the decision or work at hand?
Options:
What are the alternative options available? What are the pros and cons of each?
Recommendation:
Which option do you recommend for the audience? Why? What are the next steps?
When the meeting begins
While a flipped meeting requires a little more work up front, you’ll reap the rewards during the
session.The key is that your role now is not to lecture, but to guide the discussion and work.

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A few tips to keep your flipped meeting running efficiently:
Start with a short amount of time for independent review of the meeting materials
so you’ll know everyone has read them.Try 5 minutes for a 30 minute meeting, 10
minutes for an hour.
Assign someone to take notes. A full transcript isn’t necessary, but good high-level
summary of positions taken and decisions made will be useful.
Define the objective of the meeting you’re holding and repeat the goal(s). Do this at
the outset to make sure everyone’s on the same page.
Open the floor to discussion/work. That’s it! Start working toward your goal.
Close discussion when the decision is made, work complete, or further progress is
impossible. Don’t meet for a second longer than you need to.
Summarize key outcomes & decisions. A brief email summary and reminder of next
steps will help keep the work moving.Try to have one ready for the group before the
end of the day.
As with any new process, it may take time for your organization to adjust to this new way of
doing business. Look for opportunities to optimize the way your team flips its meetings—to
save even more time, get even more done, and make even more happen.
Make Flipped Meetings Easy
— With Video
The basics of a flipped meeting are simple - share information ahead of time, focus on
making decisions in-meeting, and follow up with a summary to keep your team up to date
and moving forward. Success requires just a little planning and a commitment to getting the
documentation right.
Want to make flipping your meetings even easier? The tool is literally right in front of you—in
the form of the webcam in your laptop or smartphone.
Video can be used to support and simplify almost every aspect of a flipped meeting.There
are three tasks in particular where video will make your life much easier.

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1:Pre-Meeting Summary Video
Sharing your meeting materials ahead of time for your team to review is essential to
successfully flipping your meeting. But most of us still want that opportunity to present the
most essential points.
Here’s where we can go above and beyond with a best practice from the flipped classroom
concept. Recording a quick video summary of your presentation materials - just as a screen
capture, or with Panopto to capture your PowerPoint slides and record your presentation—
gives you the opportunity to provide a quick executive summary to pair with your materials.
You’ll want to keep your pre-meeting summary video short—aim for 3-5 minutes when
preparing a 30 minute meeting, and 5-7 minutes when preparing for an hour or more.As a
rule viewers get distracted or click away after only a few minutes, so you’ll need to put your
most important information right up front and make your point quickly.
For your audience, a brief video overview can help familiarize them with your topic, provide
a strong point of reference as to the goals of the meeting, and establish you as the driver to
keep the meeting moving as it should.
2:Post-meeting summary & action items
The post-meeting email wrap up identifying new or remaining action items, deliverables, and
points of accountability is essential to keeping the work moving. But getting all that from your
notes into email takes time.
A better option? A video recap! When your meeting wraps, take just 5 minutes with your
laptop or smartphone webcam and record yourself summarizing your discussion and
detailing decisions and next steps.And if you’ve used a whiteboard to take notes, you can
even capture the details recorded there too.
Once you’ve finished, just upload the video to your company’s video content management
system (VCMS, or “corporate YouTube”), share the link with your team, and get back to
work.You’ll be surprised just how much time a 5 minute video will save you in place of the
standard email write up.

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3:Record ROLE (Reference,Onboarding,
Learning & Education) Meetings
When your meetings feature thoughtful discussions and real decisions, more often than
not they’ll be invaluable additions to your education and onboarding video libraries.
Likewise, over time recording your flipped meetings will build a powerful reference library of
past solutions, proposed options, and more ideas you can use in the future to inform and
enhance your organization’s next proposals.
Your flipped meeting is valuable to you because it helps you get decisions made and
actions taken. But don’t forget the big picture! A record of your meeting may be an
invaluable asset to a new team member getting up to speed, or another team’s project
manager searching out past solutions that may help their situation.
Recording your meetings and making them available on your company’s corporate
YouTube is a great way to share ideas, embrace transparency, and help new and existing
members of your team understand where the company is headed and why.
Your VCMS can even help extend the life of your videos, by making them—and all their
valuable content—easier to find.Whereas video stored on local networks is often quickly
forgotten about and generally inaccessible by other teams, a VCMS can centralize your
video so more people can find what they need.
Panopto takes inside video search to a whole new level.Along with indexing basic
information like title and description, Panopto goes further, indexing transcriptions, notes,
and even the text in your presentation slides—and makes it all searchable. Panopto does all
this for every video in your library, so your employees can find exactly what they need, every
time—even if they don’t know exactly what they are looking for.
Modern VCMS solutions like Panopto make storing, sharing, and searching video across your
organization a breeze, allowing you to improve your organization’s big picture insights just in
the name of getting stuff done.

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In 100 Words:
Why Panopto is an essential part of
your flipped meeting
Integrating video into your flipped meetings helps improve your advance communications,
preserves a record of your meeting, and radically simplifies your follow-up summary.And
because video is more powerful than text alone, even a simple video can help make your
proposal shine.
Too often though, organizations make video too complicated to use.That’s where Panopto
comes in.
Panopto makes everyday video easy for any company. Record with just one click from any
video camera. Save automatically—and securely—to the cloud.And search across your
entire video library with our revolutionary inside video search capability.
Find out more at www.panopto.com.
Key takeaways
Why should your company flip for flipped meetings? It’s simple. Flipping your meetings can
help you:
• Win back time wasted in meetings
• Ensure that every meeting you attend is productive
• Empower your teams to collaboratively make smarter, timelier decisions
Flipped meetings enable your projects individually and your organization as a whole to be
more successful.

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citations
1. EffectiveMeetings.com. Why Do Meetings Have a Bad Reputation?
http://www.effectivemeetings.com/meetingbasics/meetstate.asp
2. EffectiveMeetings.com. How Are Unproductive Meetings Affecting Us?
http://www.effectivemeetings.com/meetingbasics/meetstate.asp
3. Atlassian.com. You Waste A Lot Of Time At Work.
https://www.atlassian.com/time-wasting-at-work-infographic
4. Charlie Rose. Jeff Bezos Interview, Nov 2012. http://www.charlierose.com/watch/60148245
5. LinkedIn. “A Simple Rule To Eliminate Useless Meetings” July 2013. http://www.linkedin.com/
today/post/article/20130701022638-22330283-a-simple-rule-to-eliminate-useless-meetings
6. Vanderbilt University. Center For Teaching,“Flipping The Classroom”.
http://cft.vanderbilt.edu/teaching-guides/teaching-activities/flipping-the-classroom/
7. GigaOm Research. Flipped Meetings: Learning from Amazon’s Meeting Policy, Oct 2013
http://research.gigaom.com/2013/10/flipped-meetings/