When to meet in person and when will a video conference work?
For more effective and efficient communication, consider the complexity of the information you need to exchange before choosing the medium. For example, if you need to request a file, a simple email or instant message will suffice. If you need to find a solution to an oil spill crisis, anything short of a face-to-face business meeting will lead to confusion and miscommunication. Video conferencing falls in between and can be useful for a wide variety of goals with a medium level of communication complexity, such as job applicant screenings, ongoing product development sessions, volunteer training, and online courses or seminars.
Facilitate a successful web-based meeting
Once you assess your communication goals and decide that a web conference is the appropriate venue for your meeting, consider taking several simple but important steps to ensure your electronic meeting is successful. In order for your team to meet the objectives of the conference, you need to tell them what the objectives are in the form of an agenda or list of talking points. Establish ground rules early on, making it clear when it’s okay to ask questions and comments and how off-topic discussions will be handled. Stick to your schedule and time allotment: Your team members have other commitments and will appreciate predictability. Engage discrete members by asking for their opinion or by requiring them to present the results of a previously assigned research assignment. At the end of the meeting, assign action items, set deadlines for deliverables, and send your team a transcript for later reference.
Videoconferencing: a happy medium
When a phone call isn’t enough but you don’t need to travel to a distant location, video conferencing provides an ideal means of collaboration when used carefully. Effective web-based video conferencing is easy if you follow a few simple steps to provide behavioral cues, meet goals, and respect your team members’ time and contributions. Ultimately, considering the appropriate medium and taking the time to prepare ahead of time will lead to more productive and effective meetings.
