Choose your software 1 Before buying any specific software or even hardware, look at all the options and take advantage of free trial periods. Look at such options as hiring time in a dedicated videoconferencing venue. Some convention centres are even starting to offer such a service.
Choose a chairperson 1 Decide who will chair the meeting. This person should have enough time to plan ahead, and be able to control the discussion when necessary so as to keep delegates on track.
IN THE RUN-UP 1 If delegates are using individual computers for the meeting, include the web address or server hosting the event, and the name and contact details of the host. Ensure that everyone involved is comfortable using the internet and has the correct version of the software involved. Encourage them to practise so the conference can be as productive as possible without being stalled by people having software problems or not knowing what to do. Participants should be reminded to close all unnecessary programs during the meeting to avoid the accidental sharing of private or irrelevant files, and to ensure that their computers have enough memory freed up for the task.
1 When preparing the meeting, remember that visual aids work well online, so use PowerPoint presentations, graphs and videos to enhance the experience. Avoids reams of text, or participants may soon lose interest. Have a back-up plan for such problems as server failure or other technical issues.
are having a big impact on the way the modern office is evolving,” says general manager Holder Felgner of TeamViewer, a producer of software for online meetings that commissioned the study. Even more so than for face-to-face
meetings, the key to successfully organising a meeting in cyberspace is being well prepared, and well organised during the event and afterward.
EARLY STAGES Planning 1 First decide who is to be invited to attend the meeting, then decide on a date and time, taking into account time zone differences if necessary. Then the technicalities of setting up the online platform can be actioned. It is helpful to send delegates a guide on how to work within the parameters of the technology if they are new to online meetings.
A FEW DAYS BEFORE THE MEETING 1 Send out the meeting agenda and any necessary written materials a few days before the meeting, and encourage all the participants to familiarise themselves with it.
JUST BEFORE THE MEETING STARTS 1 Connect to the site well before the meeting is scheduled to start so you can welcome participants as they come on line, and address any problems they may have. Check that the audio and video feeds are working properly, and test any graphic presentations.
DURING THE MEETING 1 Do not let one person dominate the meeting. Use your negotiating skills to give others the chance to air their views. Run the meeting just as you
would a face-to-face conference. Don’t let participants stray too far from the agenda and be prepared to mediate when differences of opinion arise.
1 Online meetings should be treated with the same respect as a boardroom meeting. Tell participants to be ready early and let the organiser know as soon as possible if they think they are going to be late or will not be able to attend. Online meeting software lets participants know who is logging in and when, so nobody can sneak in late without being noticed.
E PROS AND CONS
PROS 1 Everyone involved needs to be present
1 There are no travel expenses or flight delays.
1 There is no venue hire expense if the meeting is done in-office.
only at their computer, laptop or tablet, or at a videoconferencing venue, rather than having to travel.
1 Meetings tend to be shorter and easier to set up, so more people can hold discussions more regularly.
1 There is a greater opportunity for an exchange of ideas for employees who might not otherwise have the chance to interact.
1 Online meetings can change the dynamics of a business in many ways, including more frequent contact with associates, more freedom and more flexibility.
CONS 1 Lack of personal interaction.
1 Not as effective as face-to-face meetings when it comes to building relationships.
1 Traditional meetings may be regarded as more important because of the effort involved to attend.
1 Equipment can fail, or users can fail to use the system properly.
1 Missed opportunities because of the lack of chance to engage in discussion with delegates.
OPTIONS
Adobe Acrobat Connect Pro,
www.adobe.com/go/aacpro_try
Arkadin,
www.arkadin.com Cisco WebEx,
www.webex.com InterCall,
www.intercall.com
MegaMeeting.com,
www.megameeting.com TeamViewer,
www.teamviewer.com
WebConCentra,
www.web-conferencing-central.com
APR/MAY 2013 I
WWW.EXECUTIVEPA.COM.AU 57
Page 1 |
Page 2 |
Page 3 |
Page 4 |
Page 5 |
Page 6 |
Page 7 |
Page 8 |
Page 9 |
Page 10 |
Page 11 |
Page 12 |
Page 13 |
Page 14 |
Page 15 |
Page 16 |
Page 17 |
Page 18 |
Page 19 |
Page 20 |
Page 21 |
Page 22 |
Page 23 |
Page 24 |
Page 25 |
Page 26 |
Page 27 |
Page 28 |
Page 29 |
Page 30 |
Page 31 |
Page 32 |
Page 33 |
Page 34 |
Page 35 |
Page 36 |
Page 37 |
Page 38 |
Page 39 |
Page 40 |
Page 41 |
Page 42 |
Page 43 |
Page 44 |
Page 45 |
Page 46 |
Page 47 |
Page 48 |
Page 49 |
Page 50 |
Page 51 |
Page 52 |
Page 53 |
Page 54 |
Page 55 |
Page 56 |
Page 57 |
Page 58 |
Page 59 |
Page 60 |
Page 61 |
Page 62 |
Page 63 |
Page 64 |
Page 65 |
Page 66 |
Page 67 |
Page 68