VoiceHubs
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No more unprepared meetings, ever.

Before the meetings that matter, everyone reads a short brief and says what they think. No brief, no meeting.

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Meeting brief for

Customers wait too long: what do we do?

  • 01 Purpose

  • 02 Desired outcome

  • 03 Where we are

  • 04 Ways forward

    1. A
    2. B
    3. C
    4. D
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Why

Unprepared meetings are a culture problem, not a time problem.

Thu14:00

Example · Decision meeting · 60 min

Customers wait too long: what do we do?

Before the meeting

Nothing. Everyone walks in cold.

  • Brief read · 5 of 7
  • 5 reactions, each with a reason
  • Every reaction answered

In the meeting

Nothing decided

15 minCatch-up
35 minLoudest voice
10 minNext week
14:0014:1514:3014:4515:00

And the quiet ones send their view afterwards, when it no longer counts.

One brief holds the meeting together.

From the moment a meeting is planned to the moment it starts.

  1. 1
    LF

    Gate 1 · you are Lena Fischer, the brief owner

    Right after it is planned

    The owner sets up the brief.

    Nobody starts from a blank page. Our framework guides the meeting owner through an established process to a sharp brief. The owner answers by voice or text, and VoiceHubs drafts it section by section.

    The brief, drafting

    • 1Purpose

    • 2Desired outcome

    • 3Where we are

    • 4Ways forward

  2. 2
    MV

    Gate 2 · you are Marc de Vries, an attendee

    In the days before

    Everyone reads it, and weighs in.

    The brief goes to everyone invited. Where they want to add something, challenge a point or ask a question, they say so on that exact line, before the meeting.

    The brief · 04 Ways forward

    5 of 7 have read it

    1. 1.Hire 3 extra people for the service team.3 reactions

      • MarcAdd

        Hire 2 now, and a third only if the waits stay long.

        ✦ Digging deeper: What would that change?

        Marc: Fixing the bug may already bring the waits down.

    2. 2.Let a chatbot answer the simple questions.

    3. 3.Ask Sales to answer their own customers' questions.

    4. 4.Accept longer waits, and tell customers honestly.

    Plus 2 more reactions on Purpose and Desired outcome.

  3. 3
    LF

    Gate 3 · you are Lena Fischer, the brief owner

    Before it starts

    The owner finalises it.

    Every reaction gets an answer. The final brief is ready before the meeting begins, and the meeting starts on what is still open.

    Marc said

    Hire 2 now, and a third only if the waits stay long.

    The owner:Merged in

    Added to 04 Ways forward

    1. Hire 3 extra people for the service team. Hire 2 now, a third after 6 weeks if waits stay long.

    Ravi said

    Skip the hiring. Just buy a chatbot.

    The owner:Declined

    Left out of the brief

    Ravi gets the owner's note: “A chatbot won't keep the two big customers who might leave. We look at it separately.”

    Tom said

    Who trains the new people? My team is already stretched.

    The owner:Open question

    Added as 05 Open questions

    The meeting starts here.

    ReadyAll voices processed. Final brief sent to every attendee.

Meeting starts

The final brief.

One page everyone reads before the meeting, or in the first five minutes.

Meeting briefFinal

Customers wait too long: what do we do?

Thu 6 Nov · 14:00 to 14:35 · Owner: Lena Fischer

01Purpose

Customers now wait 3 days for an answer. What do we do about it? Half the questions come from one known bug. We need to leave the meeting with one decision.

02Desired outcome

One plan everyone backs, with one person in charge. Ines approves the cost by Friday. Lena is in charge, with a check after 6 weeks.

03Where we are

  • Customers wait 3 days for an answer. Six months ago it was 1 day.
  • Complaints have doubled, and two big customers said they might leave.

04Ways forward

  1. 1.Hire 3 extra people for the service team. Hire 2 now, a third after 6 weeks if waits stay long.
  2. 2.Let a chatbot answer the simple questions.
  3. 3.Ask Sales to answer their own customers' questions.
  4. 4.Accept longer waits, and tell customers honestly.

05Open questions

Who trains the new people? My team is already stretched. Tom

See the demo

Click through it yourself in about 5 minutes, or book a call.

The rules

No brief, no meeting.

On a company level you decide which meetings need a brief. If the owner has not set it up in time, VoiceHubs reschedules the meeting automatically and tells everyone. Nobody has to chase anyone.

  1. 1

    Qualify your meetings

    Always enforced

    You set which meetings need a brief. One-to-ones and coffees are left alone.

  2. 2

    The brief is set up

    Always enforced

    The owner sets up the brief before a deadline you choose.

    ✓

    Set up in time. It runs, and the preparation begins.

    Not set up. Rescheduled automatically, everyone notified.

  3. 3

    Enough people weighed in

    Optionally enforced

    A share of the attendees you choose, for example 60%, has read the brief and shared their view.

  4. 4

    Every voice is processed

    Optionally enforced

    The owner has processed every voice, so the final brief is ready before the meeting starts.

Start on nudge only if you like, and switch to enforced as the habit grows.

Pricing

You pay for the people who plan meetings. Everyone else is free.

Connect your calendar and you become the brief owner of every meeting you organise that qualifies. Everyone you invite takes part free, without connecting anything.

calendars

Your price

€312a month

About €3,744 a year · €7.80 per calendar on average

  • The first calendar is always free
  • Everyone invited takes part free, no calendar needed
  • The rate drops as you connect more
See the demo
More than 1,000 calendars? Pricing is custom.Schedule a call

Questions

What people ask before they switch it on.

Something missing? Email info@voicehubs.io.

Is this a notetaker?

No. VoiceHubs never records the meeting. It prepares it: the brief is written and discussed before anyone joins the call.

Does a weekly meeting need a brief every week?

Every occurrence that qualifies gets its own brief. You choose which meetings qualify, so a stand-up can stay out while the weekly decision meeting is in.

What happens if the brief is not ready?

If the owner has not set up the brief in time, the meeting is rescheduled automatically and everyone is told. That part is always on. The steps after it, how many people weighed in and whether every input was processed, your company can enforce or keep as a nudge.

Can a manager overrule the rule for one meeting?

The deadlines come from your company's meeting policy, so nobody can loosen them for a single meeting. If the policy needs to change, you change it for everyone.

What if the owner is away?

The owner is the organiser by default, but they can hand the brief to someone else, who then prepares it and answers the comments.

Do attendees need an account?

No. Everyone on the invite can read the brief and weigh in without an account or connecting a calendar, and they never pay.

What about meetings with outside guests?

You decide. Most companies start with internal meetings only and add others once the rule is working.

Which calendars does it work with?

Google Calendar and Outlook.

Where is our data?

Briefs, voice notes and transcripts are stored and processed in the European Economic Area, and they are never used to train anyone's AI models without your written consent. Our processing agreement is public. Read it here.

Change your meeting culture, company-wide.

See the demoOr schedule a call
Works withGoogle CalendarOutlook