How to Reduce Meetings in the Workplace Using Tango’s Workflow Documentation

Are real-time meetings eating away at your day? These interactions can take up your schedule unnecessarily when working remotely. Of course, some meetings are valuable, and we never pretend otherwise.

But if you’ve ever reached the end of a video call and thought it was a waste of time, or even worse, wanted to take more notes, you’ll be glad to know there’s an alternative: l Tango workflow documentation tool.

USE VIDEO OF THE DAY

How do real-time meetings drain productivity?

Video conferencing tools have become the norm in remote work cultures. Software like Zoom, Microsoft Teams, and Google Meet have played a vital role in keeping distributed teams connected and engaged. But do they work? Research suggests otherwise.

A workplace study, “The Webcam Survey: Exhausted or Engaged?”, examined the negative impact of using video conferencing software. 49% of the US workforce, or 32 million people, have felt Zoom burnout due to the increase in meetings combined with the pressure of using their webcams throughout.


Returning to work after a video call isn’t easy either. Fortune reports that it takes 25 minutes to regain focus when a meeting fragments your workflow.

And a Stanford study finds that a third of workers don’t have the minimum benchmark of 90% internet connectivity required to attend virtual meetings in the first place. This can be stressful for employees who cannot collaborate effectively with their teammates.

How Does Documenting Workflow Ease the Pressure of Video Conferencing?

You may be thinking “if only there was another way”. And that’s where Tango’s Workflow Documentation Tool comes in. Tango is a free Chrome browser extension that creates workflow documentation, including instructions and guides.

Workflow documentation does not adequately replace all virtual meetings. But if you’re involved in real-time interactions where you need to share your screen in a Zoom meeting or explain a process to your teammates, then Tango is a fantastic alternative to use asynchronously.

Using the browser extension, you will record your desktop workflow and review the exact actions you need to take. The software creates a detailed summary of these actions, which you can export and share with your audience. They’ll go through this asynchronously at their own pace, without the stress of trying to schedule a real-time meeting with you.

What kind of meetings does tango eliminate?

Tango is a great alternative to the following types of meetings:

1. Integration

Create Tango workflow documentation to show your new hires how to navigate your systems. You’ll provide notes on everything from first logging into apps to customizing their dashboard. Expect fewer startup issues and a smoother onboarding process by having consistent documentation in place.

2. Training procedures

Tango can also create internal training documentation to be kept in a shared resource accessible to your staff.

Example: If you need to teach your team how to use a new data tool, use Tango to create a step-by-step guide. You can also demonstrate working best practices and how to use updated product features.

3. Product demonstrations

If you have an amazing SaaS product to share with your customers, Tango makes it easy to demonstrate how to use it. Embed this workflow documentation in case studies and share it as part of your presentation.

4. Selling points

If you’re sending cold arguments to potential clients or partners, you already know that getting the recipient to open your email is a battle in itself. But once they read your post, they won’t be able to resist watching a quick demo as part of your pitch.

How to create documentation without a meeting using Tango

Ready to start? The first step is to create a free Tango account and then install the Tango Chrome browser extension.

1. Install the Tango Chrome browser extension

Download Tango from the Google Chrome web store. Next, pin your extension by going to the browser bar and clicking on the Puzzle room. Locate the Tango extension and click the pin to save it to your browser.

2. Capture your workflow using Tango

Go to the tab where you want to start recording your workflow and click on the Tango pin in your browser bar. Tap the big purple button to start capturing your workflow when you’re ready, then cycle through the steps you want to record.

Tango will work in the background to capture screenshots and automatically generate descriptions of your workflow. Need to make adjustments?

Use the workflow controller in the lower left corner of your screen to pause and resume your workflow, end it, or delete it if you’re happy with the first capture. Once you’re satisfied, tap the green tick to complete your project.

3. Change your Tango workflow

From the Tango editor screen, you will see your auto-generated workflow. To provide additional context, try adding text, creating or deleting steps, uploading additional screenshots, or rearranging steps if you prefer.

Worried about sensitive information being visible? Upgrade to the Tango Pro edition for $16 per month and you can use either Live Blur fashion or the fall out section in the image editor when browsing the captured workflow.

Need to pay extra attention to something? Add helpful arrows or boxes by clicking Annotate.

4. Share your workflow documentation

The final step in creating professional workflow documentation is to export and share it. The steps are the same whether you want to distribute it to your boss, teammates or clients or even post it on social media or on your website.

Hurry Share and export in the upper right corner and choose the following options:

  • To share: add an email with reader permissions (or editor with the Pro version)
  • Magic Copy: Paste the link into Google Docs, Notion, Confluence, etc., or anything that supports HTML.
  • To download: Export your workflow in PDF format.
  • To integrate: Copy a public embed code and paste it into your favorite tool.

Go from conferencing to capture

The next time you prepare for a remote video call meeting, ask yourself if you are going to walk your audience through step-by-step processes. If so, you will benefit from creating workflow documentation instead of trying to explain your actions in a live call.

Use Tango as an essential asynchronous communication tool in your productivity arsenal to capture your workflow and distribute it as needed.

Sam D. Gomez