Structured Meetings is an Ad Board App for MS Teams
Faster and Deeper Insights Through a Better Approachto Virtual Advisory Boards
A MS Teams extension that turns pharma’s existing Teams instance into a perfect advisory board venue.
App Benefits
Why Structured Meetings is the ideal Advisory Board Solution for Pharma
Pharma needs a modern venue to engage advisors. Asynchronous (anytime) engagement is well proven at this point as a means to engage advisors at their convenience. Structured Meetings take the logical next step by extending MS Teams just enough that pharma can run great events in a tool they already use daily. Advisory board costs are largely driven by agency fees and honoraria. Because the meeting builder wizard simplifies the creation process, agency fees can be greatly reduced or eliminated altogether. And more efficient engagement—you’re only paying advisors to participate, not to listen—cuts honoraria. Combine, costs are reduced by up to 80%
Faster
24x7 access during a 1-2 week period eliminates scheduling conflicts and no-shows, and gets answers months faster.
Less Expensive
Meeting builder wizard simplifies the creation process. Reduced platform, honoraria and agency fees cuts event costs by up to 80%
More Secure
Events take place on your own MS Teams instance, meaning all data stays on your system. No 3rd party web apps.
Familiar
Extending MS Teams and MS Copilot means use the same systems you already know
Solving the Pain of Virtual Advisory Boards
Ad boards are essential, but they’re painful to organize and expensive to run. And 3rd party web apps come with security risks.
Ad boards are scheduled 3-6 months in advance to fit KOL schedules, but last-minute changes or sickness can still cause participant absences.
Minimize the scheduling time suck by using a system advisors and moderators can access whenever is convenient for you. This gives you insights faster
The 5-hour ad board has 5 topics with 5-minute questions and speakers, leaving most advisors listening due to one person speaking at a time.
Stop paying advisors to just to listen. Advisory boards where most of the conversation happens via text cut honoraria time and expense by 50%+
Asynchronous platforms help but have drawbacks. They’re third-party web apps, risking data exposure and high costs, adding to the learning curve.
Extend the capabilities of MS Teams, a secure system you already use daily to run your events. And because it’s the Microsoft environment, Copilot offers the perfect AI assist.
Quick Software Overview
Structured Meetings makes running ad boards fast and easy. Here's how.
02 Add questions or documents for discussion. Each question becomes its own sub-channel in the team for clarity
Advanced features
Unlock the full potential of your platform with an array of advanced features designed to elevate your experience.
On Demand Advisor Access
Meetings are time bound, usually 1-3 weeks to create a sense of urgency. During that time advisors and moderators can communicate at their convenience, leading to much greater participation!
The Meeting Builder Wizard
Streamline your launch process with the Meeting Builder Wizard! This innovative tool slashes the time it takes to launch projects
Custom Participant Roles
"Maximize productivity and streamline collaboration with participant roles tailored to your team's needs,customizable permissions.
Introducing the Observer Role
Gain discreet oversight with the Observer role, allowing you to invite individuals to monitor discussions invisibly.
Staging for Compliance Approval
Simplify compliance approval with dedicated staging, ensuring regulatory adherence before implementation
Sub-Channels for Every Question
Optimize usability with dedicated sub-channels for each question, facilitating organized and focused discussions.
Personalized Emails for Advisors
Ignite advisor participation with tailored reengagement emails, crafted to resonate with their expertise and interests.
Moderator Daily Updates
Empower moderators with daily activity update emails, keeping them informed and engaged with the latest developments.
MS Office Collaboration
Effortlessly collaborate and enhance productivity using native MS Office tools to review videos and collaborate on documents.
Post-Program Transcripts
Ensure transparency and compliance with post-program transcripts, capturing valuable insights and meeting regulatory requirements.
Copilot-Ready Summaries
Accelerate processing and summarization tasks with Copilot-ready content, optimized for efficient analysis and consolidation.
Auto Access Revocation
Secure your program's data by automatically revoking guest access at its conclusion, safeguarding sensitive information.
FAQ's
See Answers to your
Frequently Asked Questions
While all advisory boards are unique, the challenges pharma faces hosting these meetings have a lot of commonality. Check out the list below to see answers to some questions you likely have!
Is this secure?
Structured Meetings is an extension of your MS Teams instance. Therefore data never leaves your Teams system–Structured Meetings cannot even access questions, answers or collateral. The solution is built in a fully transparent manner, allowing your Teams administrator to view all permissions validate that no data is being pulled before installing the application.
This contrasts with 3rd party web apps commonly used for asynchronous advisory boards. Regardless of security precautions, anytime data leaves your system it is an additional opportunity for breach.
How does Structured Meetings reduce costs?
TL;DR – in live ad boards you’re paying 90% of the honoraria to people just to listen, and probably paying an agency a lot of money to create content and manage the event.
Will Structured Meetings deliver insights?
Asynchronous advisory boards produce 30-50 pages of transcript on average. It is much easier to get full and equal participation from a set of advisors than in a Zoom style live virtual meeting, where people are time limited and group discussion is difficult.
How do I calculate honoraria?
Fair Market Value rates are set outside of Structured Meetings. Most clients budget ~15 minutes per open ended question, plus time for any pre-reads or live discussion.
A typical contract with advisors will include the total time commitment, hourly rate, total honoraria, and a caveat that in order to receive the honoraria the advisor must answer every question.
Will this work for my advisors?
Asynchronous ad boards work great for payers, patients, national healthcare system admins, and of course, HCP’s and KOL’s. The idea of communicating about a topic they are knowledgeable about and/or passionate about, at their own convenience has universal appeal. Age and demographics are not significant factors in acceptance of the technology.
Is this mobile-optimized?
Yes! Because Structured Meeting is built on MS Teams and can be accessed via app or web, it works great across all devices!
How long does it take to organize a meeting?
Structured Meetings significantly reduces the time to getting answers to your questions. Because meetings are accessible at an advisor and moderator’s convenience, there’s no need to coordinate schedules. So while the meeting itself typically lasts for 1-2 weeks, this eliminates months of lead time (and advisor no-shows).