Sessions: A Bold Leap into the Chaos of Virtual Meetings

Introduction

The COVID-19 pandemic caught Radu (Founder & CEO of Sessions) in a whirlpool of virtual meetings — a series of unproductive and somewhat confusing daily engagements. It was a common scenario for many, and it sparked an idea in Radu: could there be a way to streamline this process to make virtual work interactions more efficient and less chaotic? With this thought, the concept of Sessions began to take shape.

A few weeks later, I joined the budding project as the principal product designer, leading a small team tasked with defining the MVP. It was a hands-on role involving customisation for various clients and testing different use cases, all in a bid to find the essence of effective virtual interactions.

The project was undeniably ambitious, aiming to address many use cases with a single solution. It felt somewhat like working on a new operating system, albeit on a smaller scale. The opportunity to work on various micro-products, each addressing a different facet of online interactions, was an exciting prospect, and I was eager to see where this journey would lead.

Research and Analysis

Early on, feedback from our initial users affirmed our hunch. There was a genuine need for a tool that could bring clarity and efficiency to virtual meetings. It was evident that existing solutions were falling short, and there was a palpable desire for something better in the market.

To dig deeper, we initiated a thorough research process involving user interviews and surveys that encompassed both our team and external clients. We also scrutinised the features frequently used in existing virtual meeting platforms to gather data-driven insights.

Our approach was hands-on. The team and I immersed ourselves in a series of experiments during our internal meetings, trying out various software tools and meeting formats daily. We explored different customisation options, worked with diverse file formats, and focused on enhancing follow-ups and recollections from previous discussions. This period also saw us rotating the responsibility of planning and hosting daily stand-ups. This practice allowed each member to experience the process firsthand and share immediate feedback.

This explorative phase was not just exciting but incredibly enlightening. It enabled us to empathise more deeply with potential users, refining our understanding through a rich pool of feedback and observations. We identified areas ripe for enhancement, which guided us in framing more targeted questions for our user interviews and tests.

Our findings were clear; several recurring issues were making meetings less effective:

• Inadequate planning and organisation
• An overabundance of tools creating confusion
• A prevalent lack of focus and engagement
• Disjointed flow of information
• Concerns surrounding privacy and security

User Journey

Crafting products for scenarios with distinct user groups, like marketplaces or virtual meetings, brings its own set of design hurdles. A common pitfall is the disproportionate focus on one user group, often the revenue-generating segment, at the expense of the other, leading to a compromised experience for all involved.

Given our business model leaning heavily on product-led growth, it was imperative to offer a gratifying experience to both hosts and attendees, the latter often being the first to interact with the product before transitioning to a host role.

To navigate this, we devised a visual map delineating the various stages of a virtual meeting, from scheduling to follow-up. This map spotlighted both user groups' pivotal actions, thoughts, and emotions at each juncture, serving as a blueprint in our design and development journey. It was a tool to ensure that we were crafting a product that recognised and catered to the distinct needs of both hosts and attendees, aiming for a solution that could foster engagement and encourage adoption.

Concept development

During our initial explorations, we unearthed a critical insight: the flow of information in meetings wasn't confined to a linear pathway as commonly perceived. It was cyclical, a continuous loop where one meeting fed into the next, creating evolving discussion threads, a phenomenon especially noticeable in recurring meetings. This insight guided us to view meetings as a living entity, with pre- and post-meeting interactions forming a rich tapestry of ongoing conversations, even in one-off meetings.

To encapsulate this dynamic flow, we identified five pivotal phases in the information life cycle of a meeting:

1. Preparation: Assembling the necessary materials and data.
2. Distribution: Circulating the agenda and pre-meeting resources among participants.
3. Execution: Steering the meeting through presentations and dialogues.
4. Documentation: Recording the central points and feedback during the session.
5. Follow-up: Collating and sharing post-meeting resources and tracking action points.
   

We recognised that individuals navigated these phases using a blend of digital and physical tools, a practice that often led to a fragmented process. This realisation underscored the necessity to streamline not just the meeting itself but the surrounding activities, painting a picture of a landscape dotted with diverse tools ranging from document creation to email communication.

Armed with these insights, we embarked on crafting solutions that stood as the main pillars of "Sessions":

• Agenda Planner: A tool to bring structure and focus to meetings, addressing the prevalent issues of poor planning and lack of engagement, and turning the once elusive dream of organised meetings into a tangible reality.
• Collaboration Tools: Facilitating a space where users could prepare for meetings collaboratively, enhancing the fluidity of information exchange and fostering a cohesive meeting experience.
• Meeting History and Analytics: Creating a repository for users to access insights and outcomes post-meeting, a feature designed to capture the cyclical nature of information flow, thereby nurturing a continually evolving thread of discussions.
  

As we forged these solutions, the excitement built up, for we were not just addressing the present issues but setting the stage for a revolutionised meeting experience. In the following sections, we delve deeper into each of these pillars, unravelling the thought process and the journey behind their creation.

Design

Agenda Planner

The Agenda Planner is one of the cornerstone features of "Sessions," a segment where we ventured through numerous iterations, learning and refining as we progressed. Initially, we were enamoured with the idea of visualising meetings as timelines, a concept that gradually drifted away from the conventional list-based planning most individuals preferred. Recognising this divergence, we swiftly recalibrated our approach to align with user preferences.

Our foresight in developing a comprehensive UI kit at the onset was pivotal in this agile redirection. This toolkit became our linchpin, facilitating rapid iterations without compromising on consistency, a move that proved to be a tremendous time-saver as we advanced.

Collaboration Tools

Our research pinpointed a pervasive issue hampering virtual meetings: the incessant tab-hopping that fragmented attention and disrupted the flow of information. We saw this as an opportunity to foster a more cohesive and focused meeting environment.

The collaboration tools we envisioned fell into two categories: time-dependent and time-independent. While the latter encompassed familiar features found in many video conferencing apps, we sought to elevate the user experience by introducing functionalities like polls, live transcripts, and meeting takeaways.

However, the crux of our challenge lay in the time-dependent tools, a domain where we aspired to curtail tab-hopping by integrating a suite of tools natively into "Sessions." These tools were designed to be seamlessly embedded into the agenda or invoked spontaneously in ad-hoc situations, a strategy that, while ambitious, overlooked the spontaneity of unplanned meetings.

As we navigated through iterations, we conceived a command palette, a feature facilitating quick access to documents and resources, even during an unplanned meeting. This palette allowed users to swiftly locate and share resources, enhancing efficiency and responsiveness in dynamic meeting scenarios.

Memory and Analytics

In sculpting the "Memory and Analytics" facet of "Sessions," we focused on creating a secure and user-friendly repository, a hub where users could revisit the rich tapestry of their past interactions. From chat logs to poll outcomes, we envisioned a space offering a detailed recap of each session.

To enhance usability, we integrated a keyword search function, a tool designed to streamline the retrieval process, saving users precious time in the post-meeting phase. Conscious of the sensitive nature of meeting data, we incorporated privacy settings, granting hosts the autonomy to dictate the accessibility of the stored data, a step towards ensuring a confidential and secure user environment.

Testing

In the development journey of "Sessions," the testing phase was both a reality check and a goldmine of insights. Leveraging the usertesting.com platform, we gathered firsthand feedback from potential users. This step proved to be pivotal in steering the direction of our product.

The feedback illuminated the strengths of "Sessions," with users appreciating the innovative approach to managing the entire meeting cycle. Our agenda planner, collaboration tools, and meeting history and analytics features received notable praise for their potential to streamline the often chaotic landscape of virtual meetings.

However, it wasn't all applause. Users pointed out areas where the experience was less than intuitive, signalling the need for refinement. Terms were unclear, navigational elements sometimes led to confusion, and functionalities like the "detach" option and the slideshow addition process required a more user-friendly touch.

This feedback became our roadmap for refinement, guiding us to fine-tune "Sessions" to meet and exceed user expectations. It was a lesson in the value of iterative design, a testament to the continuous journey of improvement driven by real-world insights.

Outcome

As "Sessions" evolved, it began to resonate profoundly with users, showcasing promising signs of achieving a product-market fit. This journey, marked by tireless efforts and a relentless pursuit of excellence, has been adorned with several notable milestones that we hold with great pride:

• Investment Milestone: Securing a seed round of investments from renowned VC firms such as Earlybird, Stride, and Launchhub is a testament to the faith and belief in the potential of "Sessions."
• Recognition by Product Hunt: Being crowned the "Best Product in the Remote Work Category" by the Product Hunt community in 2021 was a monumental achievement. It was a gratifying moment to witness industry stalwarts like Sahil Bloom and Greg Isenberg applauding the hard work and innovation encapsulated in "Sessions." Here's Greg Isenberg and Sahil Bloom announcing the award in 2021 at the Golden Kitty Awards Ceremony.
• Top 5 most successful AppSumo Campaigns: Our collaboration with AppSumo turned out to be a resounding success, generating a wave of positive reviews and establishing a robust user base who appreciated the value "Sessions" brought to the virtual meeting space.
• High Performer by G2: In Spring 2023, "Sessions" was honoured with the "High Performer" title by G2, securing an impressive score of 9.5 for "Ease of Use." This accolade, backed by hundreds of positive reviews, is a testimony to the user-friendly design and functionality of " Sessions ".
• G2's 2024 list of the Best Collaboration and Productivity Products
  

As we reflect on these achievements, we are filled with a sense of gratitude and a renewed vigour to continue this journey of innovation, guided by user feedback and a commitment to excellence. The road ahead is promising, and we are eager to forge ahead, with the learnings from our journey so far fueling our steps forward.

Reflection and Learnings

As I look back on the three-year journey with "Sessions," it is not just the triumphs that stand out but also the missteps and trials that shaped our path and forged our learning.

In the early stages, we occasionally succumbed to the allure of adding just one more feature, a trap that led us down the road of complexity, drifting away from our core vision of simplicity. It was a lesson in restraint, realising that each addition should be meticulously weighed for its true value and potential impact on the user experience.

There were times when our eagerness to innovate led us to overlook the intuitive understanding of our user base. We introduced functionalities that, while advanced, strayed too far from familiar user interfaces, creating a learning curve that was steeper than necessary. It was a humbling reminder to always keep the user's comfort and familiarity at the forefront and to innovate while retaining a sense of familiarity.

As we navigated the complex waters of user feedback, we sometimes found ourselves swayed by the loudest voices, momentarily losing sight of the silent majority of our users. It taught us the vital lesson of balanced feedback analysis, understanding that while vocal feedback is invaluable, it is equally important to seek out and understand the silent nods of approval.

But perhaps the most significant learning came from understanding the delicate balance between showcasing the comprehensive capabilities of "Sessions" and maintaining simplicity. It was a tightrope walk, learning to sell the idea without succumbing to the feature bloat.

Conclusion

As we delineate the journey of "Sessions" thus far, it is evident that the road travelled has been both challenging and rewarding, offering several key takeaways:

1. Better Done Than Perfect: Our journey has been marked by rapid development, a testament to our philosophy of "better done than perfect." While this approach enabled us to ship numerous features quickly, it also brought forth the continuous challenge of maintaining simplicity amidst the speed of iteration.
2. Balanced Feedback Analysis: Our experience has underscored the necessity of a nuanced approach to feedback analysis, a balance between heeding vocal feedback and recognising silent approvals, to resonate with a broad user base.
3. Learning from Mistakes: Each misstep, while a deviation, brought a rich lesson, steering us towards refinement and encouraging a mindset where mistakes are stepping stones to growth.
4. User Comfort and Familiarity: The journey reinforced the imperative of prioritising user comfort, fostering innovations that, while fresh, retain a comforting familiarity to facilitate smooth user adoption.
5. The Value of Iterative Design: The iterative design process, characterised by continuous refinement through real-world feedback, is a testament to a product evolving to meet and exceed user expectations.
   

As we stand at this juncture, with a sense of grounded realism, we acknowledge that "Sessions" is yet a work in progress, with a path of growth ahead to reach the pinnacle of success it aspires. Yet, reflecting upon the journey from its nascent stages to now, there is a deep-seated respect and admiration for the team that dared to embark on this roller coaster of a journey.

Looking ahead, there is a sincere hope, rooted in the collective effort and the relentless pursuit of excellence, to witness the days of grand success that "Sessions" and its dedicated team rightfully deserve.