What’s New with Lucid Meetings: August 2016

August 10, 2016 at 5:51 PM by Elise Keith in release announcement

One of the fabulous things about building online software is that it makes it possible to quickly make changes based on customer feedback. Here at Lucid, we strive to update the software each week with small changes and fixes, and to release at least one significant improvement every month or two. We’re pretty good about announcing the fancy new features, but we haven’t been as consistent about sharing all those smaller features, updates, and bug fixes that our customers care about.

Let’s fix that, shall we?

Below you’ll find details and screenshots about things that changed for the better in Lucid Meetings over the past few months. Finally, at the end, we’ll share a bit about what we have in the works. For those of you who use Lucid (or who plan to), consider this an invitation to collaborate!


Feature enhancements

Adjustable Meeting Timers

The visible meeting timer provides a subtle reminder to everyone to keep on topic and stick to the allotted schedule. But when we agree we need more time, or when a timer gets off, those red numbers telling us to hurry up cause unnecessary stress.

Now when that happens, you can adjust the meeting timers as needed.

Timer Reset

If your overall meeting time doesn't look like you expect - perhaps because you started your meeting very early, or a bit late - you can now “Reset” the timer, which gives you back the full meeting time.

Add Time

Has the group agreed to go over the original time? Take a moment and add the extra minutes to the timer, making that agreement explicit and visible to everyone.

Click the meeting time to edit it
Screenshot: Updating the meeting timer in a meeting

Adjust Agenda Item Time

Click to change the scheduled timer for any agenda item. This doesn’t have any impact on the overall meeting timer, but does change the time shown in the agenda item itself.

Click the meeting timer in the menu bar to edit it
Screenshot: Updating the timer for an agenda item

Lucid Systems Check

Lucid Meetings core features (agenda management, notes tracking, etc.) all run directly in a web browser, and work without downloads for most people. But not all browsers are created equal, and some of the integrated web conferencing features, like screen sharing and computer audio, have more specific system requirements.

The new Lucid Systems Check page will automatically tell you and the people you invite how your system checks out, and exactly which features you’ll be able to access.

The systems check tests which Lucid meeting features your browser can use
Screenshot: Thumbs up for Chrome!

You’ll find a link to this page on our support site, and in the instructions included with every email invitation.

Meeting attendees: Quick attendance tracking & Eject!

Two small changes for working with attendees during meetings.

Easier attendance tracking

For those of you meeting online, Lucid automatically marks people present when they log in. But if one or more attendees doesn’t log in to Lucid, the facilitator needs to mark them present to have an accurate attendance record.

We’ve made it fast and easy to manually track attendance at a meeting. Simply open the “Absent” list in the “Attendees” pane, and click the checkbox to mark people present.

Click the checkbox next to a person's name to mark them present
Screenshot: Tracking attendance

Remove unwelcome or distracting participants

What happens when someone joins your meeting that you need to remove? Those of you who run large committee meetings where you have people join using a public meeting link can sometimes accept a person into the meeting that you later wish you hadn’t.

Other times, someone will join a call and unwittingly make it impossible for everyone else to hear as they screech through a terrible cellphone connection.

In the past, there was little the facilitator could do in those situations. So we added a "Remove from meeting" feature, which lets a facilitator instantly kick someone out of the meeting.

Click the person's name then scroll down to the Disinvite button
Screenshot: Let's eject this joker!

Action item alerts in daily email

Despite the best of intentions, most people procrastinate. We put off completing our action items until it’s convenient, until that very last second, or more often, until right before that meeting where we know someone else will be checking on us.

To help all those who might have an action item or two out there they’ve overlooked, we’ve added a line to the daily meeting reminder email. Now for every meeting you have coming up in a day, you’ll see a count of your open action items in that meeting room and a direct link to review and update them - just in time for that meeting where people will start asking questions!

Click the link in the email to see all your outstanding action items in a room
Screenshot: Link to review and update action items before a meeting

Variables in template names

Using a template to schedule recurring meetings is a fast and easy way to set up your regular meeting cadence. It also creates a lot of meetings on your calendar that have the exact same name, making it a bit tricky to tell the difference between them when reviewing records later.

Now, you can add a variable to a meeting template name that will insert the meeting date in the name of every meeting created using that template. This is especially useful if you regularly export your meeting records to Basecamp, Confluence, or another system where all the records start to look the same.

Add a date or time to meeting names dynamically
Screenshot: Setting a variable in the template meeting name

New Support System

About a month ago, we moved to a new system for hosting our support documentation and tracking help tickets because we wanted it to be easier for people to get the help they needed quickly.

Now when you click “Help” in Lucid Meetings, or when you visit our support site, you can search our ever-expanding knowledge base or send us a support question all on one page. By putting all our support resources in one place, we’re making it faster for us to help people who need it, and easier for people to help themselves too.

The box that opens when you click Help in Lucid
Screenshot: Possibly helpful articles appear as you type

And more

  • Improvements to email follow-up

    We continue to refine the meeting invitations and follow-up email. In this latest round of tweaks, we made it possible to switch between sending summary notes (just action items and a link) or the full meeting record in the follow-up email. Before, when you included the full record, you got both the summary AND the details, which was too much.

  • Sortable columns for people in a room

    Those of you managing larger groups were having trouble finding people in your meeting rooms when you wanted to send them invitations or update their role. To make that a bit easier, we made it possible to sort the list of people by first or last name, and improved the filtering. There’s more to do here to support larger organizations; this is just a start.

  • Many API enhancements

    It’s great to see people using the API to connect Lucid to those systems where we don’t already have a pre-built integration, and we’re all learning from the process. The Lucid API now supports more options for retrieving the Word version of meeting records, working with action items, and more. Thanks for your feedback, early adopters!


6 New Meeting Templates

Ingrid Bens

The template gallery continues to grow. Here are some of the templates added over the past few months.

Designed by Ingrid Bens

Discovery with a Group

This template provides an excellent format for a consultant’s first meeting with a new client group, helping consultants better understand the organizations they serve.

Designed by Paul Axtell

Paul Axtell

New Leader Introduction: Designing the Relationship with Your New Group

Establishing a relationship with your new group or team using this process is simple, common sense, and straight forward.

One-on-One: 30-60-90

The 30-60-90 one-on-one format provides clarity about the future and the focus over the next 30, 60, and 90 days.

One-on-One: Standard Check-In

The "Standard Checking-In" approach works well for weekly or bi-weekly check-in meetings lasting 30 to 45 minutes.

Reaching Alignment with Your Team

This template provides a deliberate and thoughtful way to reveal what needs to be addressed with your team to reach alignment.

Designed by Lucid

Project Retrospective

This meeting framework helps teams learn from project successes and failures together, and commit to change based on what they learned.


Fixes

In a perfect world, every software update would work brilliantly from day 1. Ours is not a perfect world, and sometimes we find a problem that needs fixing. Here are a few of the bugs squashed by intrepid Lucid exterminators in the past few months.

  • We fixed a problem that happened when scheduling recurring meetings by copying an existing meeting. The first meeting in the series would have the agenda from the copied meeting, but the other meetings all used the default agenda for the meeting room. Now all meetings in the series get the agenda from the original meeting.
  • We fixed problems with meeting record exports formatting triggered by rare combinations of data.
  • Found and fixed an issue that caused the “Owner” assigned to an action item to sometimes get set back to "Unassigned".

Up Next

Here’s what we’re working on right now. If you’re interested in collaborating on any of these features, or if you have feedback for our roadmap in general, we’d love to hear it.

  • Integrations: Google Calendar(!!!), Smartsheet
  • Templates: the Kaizen event and more
  • Features: improvements to action items, built-in “speaker notes”
  • Support & Onboarding: built-in tours
  • Research: How often should a group meet for best results?

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