How grok uses grok

We thought we’d share a rundown of how our team has been using the templates and platform to change the way we approach meetings and the culture that comes along with them.

October 20, 2021 · 8 min readAll

It’s always illuminating to hear how a company uses their own product internally. As we continue to bring grok to life, we thought we’d share a rundown of how our team has been using the meeting templates and our platform to change the way we approach meetings and the culture that comes along with them. 

In this post, we’ll discuss how our team: 

  • Uses templates to cut down on planning time and keep momentum in meetings

  • Collaborates both sync-and-asynchronously across time zones and schedules

  • Tailors meetings to how specific teams work 

  • Reduces overall meeting time company-wide 

Spend Less Time Planning Meetings

To make sure a meeting is truly successful, a decent amount of planning is required. What’s the best way to structure the meeting to maximize engagement? What topics need to be covered to make sure no one walks away with knowledge gaps? 

For managers, team leads, or anyone else who frequently runs meetings, that kind of time is generally not easy to come by. The same is true for us over here, which is a big part of why we created Grok in the first place–to get all that research and planning done up front, so that anyone using the tool could lead a productive, engaging meeting without spending a whole chunk of their day planning and preparing. 

Our templates are unique in that they really focus on the human component of a meeting–how best to communicate in difficult moments, how to actually connect with a prospect on a sales call, and how to highlight the information that’s going to be most valuable to the people in the room (or on Zoom) with you. 

Fight Collaboration Fatigue 

This is a term we hadn’t heard before, but after about 6 months of pandemic lockdown, it started to pop up in articles and actually did a good job describing something many of us felt, but hadn’t previously had a name for. 

While collaboration at work is a great thing, it can also be pretty draining after a while. Especially when every quick conversation that would usually have been done over lunch or on a coffee walk now required a calendar invite and a Zoom link. When every interaction during the day literally shows up on your calendar, it gets overwhelming. 

For those of us who weren’t used to remote collaboration work or having to attend a handful of virtual meetings every day, Grok’s asynchronous chat feature and guide for healthy remote collaboration have been hugely helpful in breaking some of the meeting habits that weren’t benefiting anyone involved. 

Foster an Inclusive, People-First Culture 

We mentioned this in an earlier section, but it bears repeating. If someone asked you to describe a terrible meeting you’d experienced, it’s likely that one (or more) of three things happened: 

  • There were too many people in the room who didn’t really need to be there. 

  • The same person/people talked the entire time and didn’t leave any room for others to engage. 

  • The meeting didn’t have a clear purpose or agenda and didn’t set the right people up for success. 

The way we created Grok–and the way we use it now–is with the understanding that meetings and collaboration are not one-size-fits-all. While some people are energized by talking through problems and brainstorming with their entire team, others do better when they have time to think about things independently first. 

Either way, when we plan meetings, Grok helps guide the process in a way that’s personalized to make sure everyone in the meeting is getting value out of it and can communicate in whatever way is most productive for them. 

Optimize the Time You Spend in Meetings  

Does anyone ever actually give candid feedback when it comes to their company’s meeting culture or even specific meetings that aren’t working? If you do, consider us impressed, but if not, it’s probably because there’s no forum for it. 

In the earliest iterations of Grok, each attendee was prompted to anonymously rate the meeting across a few different metrics. While that was definitely helpful in identifying some of the areas of weakness, we also wanted to create a way for the actual meeting data to 

A few words from the Grok team:

“Meetings are work, plain and simple. In certain roles, you’re measured by your ability to execute them. Most people need help, a coach, to get them to the next level in their careers. Grok is that coach.”

Kristi Park, Content Lead

“There are so many interactions that happen at work every day and not always a lot of time to think through how to make each one as effective as possible. Grok does all that prep work and acts as a guide to help navigate everything from strategic planning to recruitment.” 

“The number one inhibitor to my work day throughout my career has been unnecessary long meetings. With Grok we keep them on track, and make sure that the people who need to be there are there and the people who don’t can use their time more effectively elsewhere. This is game-changing when it comes to utilizing engineering time efficiently.”

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