Meetings and technology

Ben Van den BerghVincent Valckx

Summary

Introduction Meetings/Virtual meetings Technology The End

Summary

Introduction Meetings/Virtual meetings Technology The End

Introduction

Some questions you have to think about: When you think of meetings, how can

Technology contribute? Does every member of a meeting have

to be in the same room? A person communicates in many

different ways, can you transfer them all using technology?

Introduction

Communication is very important example:

when you have an important “meeting” with a customer

for communication you need meetings

Summary

Introduction Meetings/Virtual meetings Technology The End

Meetings

Introduction Video conferencing Web conferencing Teleconferencing Online collaboration tools

Meetings

Introduction Video conferencing Web conferencing Teleconferencing Online collaboration tools

Introduction

“A majority of companies have higher travel expenses than they need” meeting face to face is best BUT there are also good ways to meet

virtually

Meetings

Introduction Video conferencing Web conferencing Teleconferencing Online collaboration tools

Video conferencing

What interactive use of video two or more locations to meet without being physically together example:

http://www.chilworthsciencepark.com/video_conferencing.html

Video conferencing

Advantages large groups of people disparate locales inexpensive webcams and free or low-

cost software Disadvantages

audio and video equipment charge by the hour

Meetings

Introduction Video conferencing Web conferencing Teleconferencing Online collaboration tools

Web conferencing

What interactive presentations audio by telephone/PC microphones example:

http://www.dataconnection.com/conferencing/

Web conferencing

Advantages Internet access and a phone 1 presentation for 2500 people

Disadvantages Expressions and body language

Meetings

Introduction Video conferencing Web conferencing Teleconferencing Online collaboration tools

Teleconferencing

What sophisticated call “bridges” different phone calls into a single

conversation example:

http://www.tele-conferences.net/

Teleconferencing

Advantages quickly and easily relatively low cost telephone

Disadvantages not for more-complicated information not a desirable way

Meetings

Introduction Video conferencing Web conferencing Teleconferencing Online collaboration tools

Online collaboration tools

What extranets/private websites you to share files, documents example:

http://www.aicomsolutions.com/methodology/meth-collab.html

Online collaboration tools

Advantages reduce the need for some meetings

Disadvantages communication is not interactive

Summary

Introduction Meetings/Virtual meetings Technology The End

Technology: How doing a tele-conference

Equipment Advance Materials Before During After

Equipment

Test it in advance! Surrounding noise Know the features

Technology: How doing a tele-conference

Equipment Advance Materials Before During After

Advance materials At least 3 days in advance Document uniquely

Titles Imagenumbers Pagenumbers

1 day ahead: Send reminder Include technical connection method Include ground rules

Technology: How doing a tele-conference

Equipment Advance Materials Before During After

Before

Lay out all documents on your desk Have a backup connection method Check your environment (noise) Check your appearance Make sure you can never be

interrupted

Technology: How doing a tele-conference

Equipment Advance Materials Before During After

During

Never wait more than 5 minutes for people

Always one speaker at a time Always say your name first Appoint someone to take notes Tape the call End the session in a good way

Technology: How doing a tele-conference

Equipment Advance Materials Before During After

After

Distribute notes the next day Ask for feedback

Meeting content Meeting manner

Summary

Introduction Meetings/Virtual meetings Technology Demo + The End

Demo

http://www.raindance.com/rndc/index.jsp

The End

Personal opinion about Meetings and Technology Great potential If possible always in person

What do you think? …

The End

Questions???