Virtual Meetings Can Save You Time and Money!

By Todd J. Perrault

Prohibitive fuel prices are causing local companies to rethink their travel budgets. Reduced staffing levels are forcing companies to find more productive and efficient ways to meet and get the work done.

Video conferencing has been around for a while and has evolved to the point where it is now a viable, cost-effective option for businesses to hold virtual meetings on a daily basis. Video conferencing technology allows users to broadcast video and audio over the internet. In addition, many video conferencing products allow users to show PowerPoint presentations, computer screen shots and with the right equipment, three-dimensional objects.

Virtual meetings provide several benefits:

• Reduces travel time and costs
  
• Increases worker productivity
  
• Reduces training costs by allowing training to be broadcast to several locations
  
• Encourages collaboration with multiple locations
  
• Reduces the need for large corporate meetings in one location
  
• Improves response times to your customers
  
• Provides a vehicle for leaders managing virtual teams to interact and manage their teams

Finding the right virtual meeting application is crucial to the success of its use within your organization. Many types of software and systems exist. Various levels exist as well – from integrated systems, such as Polycom cameras, hosted by your organization – to third-party hosting that allows video and audio conferencing between individuals with a simple web cam based on a monthly or per person fee. Another example on the other end of the spectrum is Meebo chat windows. This free web host allows standard chat along with full video and audio capabilities via a web cam for full web conferencing between two individuals. Other products include WebEx, Skype, and Adobe Acrobat Connect Pro, to name a few.

As with everything, there may be drawbacks to using virtual meeting technology. In-person meetings have been the standard for a long time and breaking these long standing traditions can be a challenge. Some of the other challenges presented in virtual meetings are as follows:

• Loss of non-verbal communication
  
• Participants feel like they are not part of the group
  
• Effective facilitation of meetings requires additional skills
  
• Facilitating multiple sites can be a challenge
  
• Customers and vendors may not have compatible equipment
  

The facilitator of a virtual meeting can employ several techniques to foster a successful meeting. It is crucial for the facilitator to treat a virtual meeting no differently than an in-person meeting. Having this mindset increases the likelihood of success. Some of the same techniques used for in-person meetings can be used in virtual meetings.

• Understand how to use the video conferencing equipment
• Create an agenda
  
• Set time limits for agenda items
  
• Distribute materials via email prior to the meeting
  
• Establish meeting ground rules such as silencing cell phones/distracting electronics and minimizing side conversations
  
• If you have multiple sites consider sending out a list of participants at each site
  

One success story is Northeast Wisconsin Technical College. The college has been using video conferencing equipment since 2002 for meetings, college classes, and employee training throughout the district. Video conferencing is used extensively to broadcast classes to the college’s satellite campuses in Marinette and Sturgeon Bay and its regional learning centers in Shawano, Oconto Falls, Luxemburg, Crivitz, and Niagara, Wis. This saves time and money for both the college and its students who can take advantage of the additional local course options that video conferencing provides. Students in NWTC’s Leadership Development program take virtual technology one step further; the students receive training on virtual teamwork through the use of virtual meeting rooms for classroom and team activities.

Virtual meetings offer a way for businesses to reduce costs, increase efficiency, manage virtual teams and foster collaboration amongst multiple locations in a cost effective and easy manner. Todd Perrault is an instructor in the NWTC Leadership Development Program. He spent several years in business and industry before joinin