The Brave New World of Modern MeetingsToday’s business world has undergone a metamorphosis in the past decade. Work is no longer a place people go, but rather, it’s what they do. More people are telecommuting, either working on the road or remotely from their home office, while clients and business partners are dispersed globally. Studies reveal 66 percent of people who use an Internet-connected device for their jobs in North America and Europe work remotely. Naturally, a lot has changed in the way organizations communicate, collaborate, and conduct their day-to-day business.

The time and expense involved to bring colleagues, business partners, and customers together is often steep, so as a result, many business relationships now rely on technology. When it comes to new communication and collaboration tools, their effectiveness often depends on how closely these tools can approach the ideal of the traditional, face-to-face meeting.

Businesses have long relied on conference calls and email chains as the primary way to communicate with their peers. However, given the increasingly global and virtual nature of modern companies, where the need for visual cues is stronger than ever, audio-only phone meetings and emails just don’t cut it anymore.

Here are just a few of the technologies revolutionizing the way modern meetings are conducted.

Unified Communications (UC)

Unified communications combines the functionality of various communication systems and applications, including audio and video, web conferencing, voice calls, instant messaging (IM), white boards, and email. UC integrates all these technologies, which are then managed from a single platform. An organization’s success depends on the speed and efficiency of business processes, and UC allows enterprise level internal communications to be streamlined to achieve this goal.

Video Collaboration

Companies of all sizes have embraced collaboration tools to bring remotely located colleagues together, and allow them to work more efficiently. Modern enterprises are spending millions of dollars to create open work environments, and video collaboration tools allows them to effectively communicate in this new normal. Video collaboration gives employees flexibility and helps people stay connected, no matter where they are located. It breaks down traditional work barriers and makes business communication—and relationships—stronger because every nuance is captured on screen. By integrating with mobile devices, video collaboration tools allow for content sharing, meeting recording, web conferencing, and more.

Videoconferencing

Videoconferencing is quickly gaining popularity because it offers the best alternative to face-to-face meetings. Once an expensive proposition, it is now within reach of anyone with a computer, or a mobile device with a camera. And its growth is an undeniable statement supporting its efficacy: 87 percent of enterprises extended their videoconferencing capabilities in 2014.

With features like cloud and mobile integration, videoconferencing saves time and money, and lets employees stay connected and collaborate with teams, colleagues, and clients from anywhere. Another advantage is that video meetings can be arranged on an ad-hoc basis, and also recorded for future reference.

Videoconferencing Rules of Etiquette

Certain etiquette and best practices have evolved with the rise of modern-day video meetings. Here are a few things to keep in mind.

  1. Make sure the participants introduce themselves or are introduced to others. While conducting a meeting, use tools that clearly illustrate who is talking, and enable integrated chats so participants can indicate when they have a question, rather than having to interrupt a speaker.
  2. Take advantage of multiple communication modes like audio, video, text, and content sharing so participants can quickly adapt to the flow of the meeting and collaborate effectively.
  3. Use tools that enable the presenter and other participants to make real-time changes to and/or share presentations and documents while using screen sharing.
  4. It is recommended you not share overly sensitive data or information when meeting people outside your team or organization. If information sharing is essential, use cloud-based technologies and avoid desktop screen sharing, since it can bring increased security risks.
  5. Make sure you share all the follow-up materials with colleagues and external participants. If the meeting was recorded, share the details with people who weren’t able to attend.

According to Gartner, by 2015, 75 percent of knowledge-based project work will be done by virtual teams. These new-generation communication and collaboration technologies are constantly evolving to stay in step with the modern-day business landscape and as organizations go through this evolution, the need to communicate efficiently and effectively will be stronger than ever. And it will be critical for enterprises to adopt and adapt to the latest available technology that is helping to create this brave new world of modern meetings.

At Advanced AV we empower live meetings and remote collaboration by deploying the technology that helps your organization connect, communicate and engage with its customers, employees and stakeholders. Connect with us to find out more about how Advanced AV can help you achieve your business and technology goals.

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