Virtual Conference Room Strategies

Coming together in a virtual meeting room is the wave of the future. Locally traveling to the company’s conference room or designated meeting room facility, is a lot easier on employees who would otherwise have to leave families behind for days of travel to attend to business that can’t be done over phone lines.

Whatever can be done virtually can save companies a ton of money in travel and lodging expenses. Employees appreciate the gesture because besides leaving loved ones behind, they don’t have to worry about waking up in a strange city or being jet lagged. They also don’t have to worry about coming back to a backlog of work that mysteriously piled up during their absence.

Setting up a virtual meeting should be done with the same care of in-person meetings. An appointed chairman will set the tone. By identifying the key personnel who are to attend and giving advance notice to them regarding the agenda, he has time to gather everyone’s written contributions. A team then verifies the information and packages it.

Once the date for the virtual meeting has been set, the next thing to do is determine how and where the team will assemble. There are several options for virtual meetings. The method you choose will depend on the amount of strategizing the company will need to prepare.

Conference calling can be done with any size group. Three people can easily take a meeting on their private cell phones and larger groups would do well to contract with an outside source to hook up over phone lines or video conferencing. Will you meet from individual offices or will the groups meet at outside meeting rooms? Often it is easier for workers to meet at key strategic locations, making it easier to set up conference equipment.

When you want to see participants’ faces but need to save on travel, video conferencing fits the bill very well. Like with conference calling, video conferencing would depend largely on the size of group you plan to reach when determining how the meeting will be set up.

Purchase the time you need on a web conferencing site and determine the number of people you might need on the call. Send out invitations and give the code to participants so they will enter the correct virtual room. Tell them to join in early since the timeframe for the meeting will have a limit.

With clearly set expectations virtual meetings of any size can be a success. Guarantee every meeting member that each and every input counts – if given in a precise way while keeping time constraints in mind.

In the end, the success of a virtual meeting isn’t too much different from a face-to-face assembly, which is probably why virtual meetings are gaining more and more acceptance across all lines of business.

About Coco Quillen

Coco is the Chief Operating Officer at Davinci Virtual Office Solutions. She manages the strategic development and operational implementation of services for Davinci. She works closely with all teams to ensure customers are well taken care of.