harmony Meetings helps teams flawlessly schedule, manage, and conduct hundreds of meetings per day at medical conferences

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harmony Meetings…

  • Accelerates outreach & meeting scheduling

  • Simplifies meeting room management

  • Automates confirmations and reminders

  • Streamlines meeting preparation

  • Tracks meeting attendance, captures interaction notes, and tracks follow-up items

Medical and scientific conferences are special events that make it possible to have hundreds of interactions with key stakeholders in several days. In many cases, events such as these are the only venues to meet with these physician and scientist stakeholders (because their workplaces restrict interactions with industry). Key stakeholders have limited availability during these events and are generally being contacted by multiple companies. For this reason in particular, being organized, fast, and efficient in outreach and scheduling is important to securing the interaction.

Traditionally the outreach process involves several disparate systems including CRM, spreadsheets, emails, calendar requests, and file sharing systems. It’s administratively burdensome, resource intensive, inefficient, and relatively slow.

harmony Meetings consolidates the various business processes and systems into a single integrated solution that enables teams to rapidly outreach, schedule, execute, and follow-up.

The result: more meetings, scheduled faster, conducted better, with seamless follow-up.

Tangible Business Benefits at over 30 of the largest global medical & scientific conferences

Hours saved per conference

Average Savings per Conference (USD)

%

Increase in meetings per conference

Average number of scheduled meetings per conference

Meetings missed due to calendar or timezone issues

Key Feature Highlights of harmony Meetings

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Central Hub for the Entire Process

Are you using emails, calendars, and spreadsheets to manage the meetings process? harmony Meetings consolidates various tools so you can see potential meetings, scheduled meetings, invitation status, RSVP status, and more in a central, always-up-to-date online hub.

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Comprehensive Reporting and Dashboards

Pre-configured dashboards bring data together to provide insightful updates at each stage. Track meeting goals and scheduling progress. Ensure meetings, RSVPs, confirmations, meeting rooms, and more are ready-to-go before the conference begins. And easily report on and enforce post-meeting processes and compliance tasks.

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Unified Communications

Concerned about the way your company will be perceived with multiple team members contacting HCPs? harmony Meetings enables you to communicate with one voice, as one company. Centrally send and manage communications. Create standardized templates for outreach, scheduling requests, calendars, reminders, and more.

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Sophisticated Invitation System

Wish there were a more flexible way to manage calendar invites? harmony Meetings lets you independently manage and track separate invitation processes (one for internal team members and another for external stakeholders). And it provides complete control over when and how invites are sent.

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Streamlined Scheduling

Want to schedule meetings faster? Our Scheduler dramatically reduces back-and-forth emails by allowing external stakeholders to see available times and schedule directly with no fuss.

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Easy Meeting
Preparation

Manually attaching files to calendar requests? harmony Meetings associates your meeting materials – biographies, files, interaction histories – to your interactions, not your calendar requests. Seamlessly manage and update materials anytime for your attendees and avoid device synchronization issues.

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Integrated Meeting Notes and Action Item Tracking

Are team members scrambling to find their notes from a meeting? Streamline the process by seamlessly capturing structured meeting notes and follow-up items directly in harmony Meetings.

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Meeting Attendance Tracking

Wondering who attended and who couldn’t make it? harmony Meetings enables you to easily track and report on meeting attendance, attendee roles, and record attendee status notes – for each attendee, by meeting.

Another scientific conference coming up? Give us 2 minutes to show you how harmony Meetings can make the meeting scheduling & preparation process a breeze for your team!

 

Feature Summary

Central Hub for the Entire Process

  • One filterable and searchable agenda to manage HCP/TAE 1:1 meetings, receptions, internal meetings, and more

  • Invitations, response emails, and to-do tasks are directly tied to meetings for organized and easy tracking of meeting statuses, invitation statuses, RSVPS and action items

  • Agenda is available to the full internal team on mobile in real time, providing full transparency into the meeting planning process

Comprehensive Reporting and Dashboards

  • Track the meeting scheduling progress

  • Support pre-meeting preparations

  • Summarize post-conference activities

  • Create and edit additional custom dashboards from a pre-built library of chart widgets

Unified Communications

  • Centrally send and manage communications to HCPs and internal meeting attendees

  • Communicate consistently with customizable, standardized emails

  • Application comes with 20 standard templates, including scheduling requests, calendar invites, confirmations, reminders, cancellations, scheduling change, and more

Sophisticated Invitation System

  • Proprietary color-coded system for invitation management enables easy, but powerful tracking and management

  • Complete separation between internal and external invitations

  • Full control over when invites are sent

  • Templatized calendar invites ensure all attendees receive consistent information and experience

  • Batch emailing enables quick communications to inform attendees about changes, send reminders, and more

  • Multiple calendar-file sync and download options ensure attendees have correct timezones and compatible calendars

Streamlined Scheduling

  • Built-in auto-scheduler reduces the back and forth emails looking for available meeting times with external attendees. Send emails from the system that contain a scheduler-link, allowing invitees to select from available times to book the meeting.

  • Resource Scheduler visualizes internal attendee schedules and meeting-room availability for easy meeting scheduling

Easy Meeting Preparation

  • Use integrated CRM to add biographies, interaction history, and contact information to attendees

  • Add files with meeting agenda and supporting information to meeting

Integrated Meeting Notes

  • Create custom interaction note templates that can have multiple fields with any combination of free-text and drop-downs

  • Attendees use interaction note templates to capture structured meeting notes via any device

  • All submitted meeting notes are tied directly to the meeting record for quick and easy, organized note taking

Integrated Action Item Tracking

  • Create follow-up tasks associated to interactions

  • Assign follow-up tasks to any internal team member, with designated due dates

  • Easily track the status of each individual task

Meeting Attendance Tracking

  • Keep track and report on who attended meetings, attendee roles, and any pertinent notes related to attendance status for each meeting, by attendee

Feature Summary

Central Hub for the Entire Process

  • One filterable and searchable agenda to manage HCP/TAE 1:1 meetings, receptions, internal meetings, and more

  • Invitations, response emails, and to-do tasks are directly tied to meetings for organized and easy tracking of meeting statuses, invitation statuses, RSVPS and action items

  • Agenda is available to the full internal team on mobile in real time, providing full transparency into the meeting planning process

Comprehensive Reporting and Dashboards

  • Track the meeting scheduling progress

  • Support pre-meeting preparations

  • Summarize post-conference activities

  • Create and edit additional custom dashboards from a pre-built library of chart widgets

Unified Communications

  • Centrally send and manage communications to HCPs and internal meeting attendees

  • Communicate consistently with customizable, standardized emails

  • Application comes with 20 standard templates, including scheduling requests, calendar invites, confirmations, reminders, cancellations, scheduling change, and more

Sophisticated Invitation System

  • Proprietary color-coded system for invitation management enables easy, but powerful tracking and management

  • Complete separation between internal and external invitations

  • Full control over when invites are sent

  • Templatized calendar invites ensure all attendees receive consistent information and experience

  • Batch emailing enables quick communications to inform attendees about changes, send reminders, and more

  • Multiple calendar-file sync and download options ensure attendees have correct timezones and compatible calendars

Streamlined Scheduling

  • Built-in auto-scheduler reduces the back and forth emails looking for available meeting times with external attendees. Send emails from the system that contain a scheduler-link, allowing invitees to select from available times to book the meeting.

  • Resource Scheduler visualizes internal attendee schedules and meeting-room availability for easy meeting scheduling

Easy Meeting Preparation

  • Use integrated CRM to add biographies, interaction history, and contact information to attendees

  • Add files with meeting agenda and supporting information to meeting

Integrated Meeting Notes

  • Create custom interaction note templates that can have multiple fields with any combination of free-text and drop-downs

  • Attendees use interaction note templates to capture structured meeting notes via any device

  • All submitted meeting notes are tied directly to the meeting record for quick and easy, organized note taking

Integrated Action Item Tracking

  • Create follow-up tasks associated to interactions

  • Assign follow-up tasks to any internal team member, with designated due dates

  • Easily track the status of each individual task

Meeting Attendance Tracking

  • Keep track and report on who attended meetings, attendee roles, and any pertinent notes related to attendance status for each meeting, by attendee

Technology Your Team Can Trust

Validated Enterprise Technology

Sophisticated access control

GDRP Compliant

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End-to-end encryption

Fully separated and redundant cloud-based architecture

Consistent with ISO 27001 and ISO 27002

Exceptional Service and Support

Dedicated Account Manager

Dedicated Technical Support

Robust Online Support Portal (articles, videos, FAQs, and more)

Additional Information

  • harmony Meetings is offered on a per-conference fixed-fee basis

  • Multiple conferences can be bundled together in a single calendar year

  • Unlimited use single- and multi- year agreements are available

  • Dedicated Success Manager and Premier Technical Support are available to provide additional support

  • We usually have teams up-and-running in three days

Learn More

Please call us at 610-625-2526 to discuss your needs or contact us at success@orbytelgroup.com to set up a time to speak.