Virtual Meetings

Q. What are the best options for “virtually” meeting with people in distant locations?

A. Provided by Steve Garber, President, Global Conferencing Solutions

Virtual meetings can be a simple, affordable and effective alternative to in-person gatherings. Today’s technology is so advanced and simple to use, that anyone can conduct an effective virtual meeting with the right tools.

Video conferencing offers a personal touch over conference calls, allowing for truer interaction. Participants can see expression and those non-verbals that can be critical in some types of meetings. It's an amazing way to engage people in a new way.

There are numerous types of video conferencing services available, from the most basic services like Skype (designed for one-to-one personal use) to the highest quality, high-definition video conference centers.

The most flexible option is mobile technology which can be used anywhere – all you need is a laptop and a camera. Bridging services allow you to integrate video, voice and PowerPoint presentations for a dynamic and interactive experience. Passive participants can join in the meeting using a streaming service. It's a very cost-effective and convenient option for connecting people across the country.

The key to success for a mobile virtual meeting is doing all the troubleshooting in advance of the event. Make sure you work with a company that is willing to do all the pre-work to ensure you're comfortable with the technology, and offer an attendant to be available during the meeting in case any participant needs assistance.

For a meeting that includes both in-person and off-site attendees, a video conferencing center is a great option. There you can rely on the highest quality equipment, full-service attendants and all the perks of a conference facility. Both your in-person guests and those who conference in are assured a successful meeting experience.    

If you haven’t conducted a virtual meeting before, it's worth exploring. When you contact suppliers, be sure to ask for a demonstration so you can see all the possibilities. You may find that this simple, affordable solution is just what you need.