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Communication Information

• Groupmax Mail - Communication enables you to hold a conference electronically by using e-mail. You can then collect information shared in the company and summarize the results. A summary of the conference can be reported to those who attended the conference. Following these steps makes it easier to set up conferences and to record the minutes of conferences, thus freeing more time for, and speeding up, decision making. Moreover, having the minutes of a conference progression log will solve many problems. Such a conference supported by Groupmax Mail - Communication is called a "forum".
• Using conference templates provided by Groupmax Mail - Communication helps you collect information and summarize the results efficiently.
• Groupmax Mail - Communication can be useful in research questionnaires.

Groupmax Mail - Communication facilities

• Holding a conference
  The chairperson of a conference makes a list of who will attend, then circulates a conference invitation to those on the list.

• Filling in comments on a form
  Those who attend the conference read the directions from the chairperson and fill in their opinions on the form using Microsoft Excel,Microsoft Word, or the editor supported by Groupmax Mail - Communication. Then, they return the form to the chairperson by e-mail.

• Collecting opinions and summarizing the results
  The chairperson collects the opinion forms and summarizes the result by using Microsoft Excel, Microsoft Word, or the editor supported by Groupmax Mail - Communication. He or she can summarize the results corresponding to the organization structure of the company.

• Reporting the summary of the opinions
  The chairperson can use e-mail to send a report of the conference held on Groupmax Mail - Communication including the minutes of the conference progression log and summary of the opinions to each member. In the report, opinions can be sorted by sender, sent date, and contents.

• Applying templates
  Groupmax Mail - Communication supports templates for a conference notices, an opinion form, a form for summarizing opinions, and a conference log, so that you can apply these forms efficiently.

Example of using Groupmax Mail - Communication
If you use the forum and questionnaire of Groupmax Mail - Communication, you can held a conference without concern for the constraints such as the time and location which are likely to be problems with ordinary conference. Also you need not summarize the opinions.
In this topic, we present an example of using the forum and questionnaire facilities.

• Forum facility for holding a conference and collecting opinions
  As an example, a manufacturer might use the forum facility of Groupmax Mail - Communication to hold a conference about customer needs research among those concerned to approve an existing product.
  First, the person who plans the conference opens a forum called "conference for customer needs research" and invites members to the conference. The members fill in opinion forms about customer needs and return them to the chairperson.
  When many opinions are returned to the chairperson, he or she summarizes the opinions into one file using the collection facility of Groupmax Mail - Communication. Titles of opinions from members and the product names will be used as search keys.
  The windows for collecting and summarizing the opinions are easy to understand because they use graphic images. The chairperson can summarize opinions about the customer needs easily and send them to the forum.
  Members participating in the forum can discuss others' opinions and ask questions of each other.
  Then, the chairperson distributes the summary report to the members and elicits opinions and questions. In this way, a summary report created once can be connected with the next opinions in a chain. Therefore, members can add opinions, questions and answers to the questions onto an existing opinion as an opinion chain. Because the contents of the opinion chain are displayed hierarchically, they need not be classified and arranged.
  As in this case, holding a forum enables the exchange of opinions among a chairperson and members without the constraints of time and location. Summarizing opinions is easy. Moreover, members can exchange candid opinions.
  We recommend applying the features of forum facility of Groupmax Mail - Communication to a variety of purposes, such as collecting technical information, creating know-how books, collecting customer information, examining various kinds of needs, and collecting work report.

• Questionnaire facility for distributing and collecting questionnaires
  The questionnaire facility of Groupmax Mail - Communication is convenient when you are given the responsibility for a company trip and you want to collect requests from the employees.
  You send the employees a questionnaire called "Requests for company trip".
  By entering questions such as the "Possible dates" or "Destination" in the supported template, you can create the questionnaire easily. When you send the questionnaire to the members, they fill their requests in the questionnaire and return them to you. Then, you collect and summarize the answers. A summary can be created easily based on the template.
  As in this case, Groupmax Mail - Communication enables you to create, distribute, and collect a questionnaire easily. That is to say, you are released from the troublesome work of creating a questionnaire, entering complex expressions, and creating macros.