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How To Do Virtual Meetings The Right Way

Using technology for collaborative training - video conferencing

Sometimes meetings have to be in person. But as business goes global this isn’t always possible. Which is why so many businesses have turned to virtual meeting packages in recent years. Technology offers a number of alternatives to the traditional business meeting that comes with travel and time expenses.

Years later and the virtual meeting is an accepted practice. Once a backup for meetings that couldn’t happen in person, virtual meetings have become the most effective option for business over distance. That said, there’s a right way (and a few wrong ways) to go about virtual meetings.

The right choice

The first thing you need to do is choose the right package. While it has become accepted that person-to-person meetings are not an essential, a face-to-face encounter is more important than ever.

A Crowne Plaza study finds that 47% of business people surveyed believe they had lost clients or contracts sue to a lack of face-to-face meetings. A fact that resulted in an estimated 24% annual revenue loss.

Eye contact and body language are essential forms of communication in business. At the very least you need a trusted video system.  Which doesn’t mean downloading Skype or relying on Google Hangout. These applications are fine for personal use but you need a more professional solution to show you mean business.

Correct use

With the right video system in place, you need to make sure it’s used properly. Modern video conferencing allows multiple users to connect to the same meeting. Important clients and staff members alike can take part from anywhere.

Whether staff and clients attend the same meeting or not, you want a code of conduct for your team. A set of guidelines and some simple training should do the trick. Most of it comes down to common sense and the same manners you would show a traditional meeting. Showing up early, for example.

Although video comes with its own unique factors to consider. Video conferencing allows you to connect almost any device via an email link. So it’s important your team has suitable devices and knows how to use them. It would be pretty embarrassing for one of your team to join an important meeting from a noisy café, using nothing but a smartphone and a poor connection.

Make it engaging

The key to any business gathering is to make it engaging. The same goes for virtual meetings. And there are a number of ways to give your video calls some extra impact. With data conferencing you can share files and documents with important clients or staff.

Boost your presentations with infographics and show off your best stats as you win that next big contract. Or train staff with content they can interact with for a lasting impact. Data conferencing goes a step further by bringing collaboration to your virtual meetings. You and your audience can interact and share data; edit and share again; rework and save for a later date.

You can go a step further yourself too. With interactive whiteboards, LED screens and SMART devices your meetings take on a new level of interaction

To find out more, call the Smarter Interactive team today on 0118 336 0010 and speak to one of our advisors or use the form below to request a call back.

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