Not too long ago, having a meeting meant bringing all attendees together in a single room to discuss ideas over printed agendas, bagels, and lukewarm coffee. Oh, how the times have changed! The conference call, Skype, FaceTime, and a variety of streaming real-time video resources have created a huge shift to an alternative style of meeting. While most companies embrace the shift, there remains a nagging concern that virtual meetings can’t quite measure up to face-to-face meetings. Or, can they?

Virtual Meetings: Let’s skip that plane ticket…

Important meetings usually involve a lot of important people, almost always scattered throughout the country or even the world. If you’ve ever been in charge of coordinating this type of meeting and pulling together a variety of individuals to the same place at the same time, you may have felt like you were herding cats. Individual schedules are difficult to align and the meeting logistics can become a mountain to climb, even when you plan months in advance.

Virtual meetings take location out of the mix. With a simple click of a button and a smile into your computer cam, you can be in a “virtual” room with all your colleagues no matter where they are. Video conferences make it easy to hold more meetings more often with less intensive logistical planning.

According to “7 Must-Know Video Conferencing Stats,” published by Carlye Creel on the Future of Business Collaboration blog, there are plenty of “pros” for the virtual meeting:

• 70% of respondents would rather video conference than travel to a meeting;
• Businesses report a 30% reduction in travel costs when using video conferences;
• Compared to regular conference calls with an attention span of 23 minutes, the video call extends to 35 minutes;
• About 56% of global CFOs would invest in video conferencing to reduce travel;
• Close to 75% of senior management believes that video meeting technology will replace conference calls;
• Interestingly enough, 66% of candidates actually prefer to use video during the interview process (making it easier to find talent for out-of-state candidates, too…).

It’s clear that employees and stakeholders are on board for this kind of virtual meeting technology. Yet, just because you’re virtually attending a meeting does not mean it’s all smooth sailing!

Seamless virtual meetings have long to-do lists, too

A video meeting requires work, careful planning, and the same attention to detail (actually, even a little more) as a face-to-face meeting. Here are some tips on how to transition from a rookie to pro organizer!

Map out the meeting: Just like any other important company gathering, this is the most important step. Clearly outline the flow of the meeting defining key talking points and items you need to cover. If you have important action items for attendees (i.e. a needed file or approval), mark them on your agenda so you can get the answers you need during the call. Once you have your agenda flushed out, share it with other key organizers. Getting a stamp of approval before the call saves wasted time and any embarrassment during the meeting.

Confirm your attendees: Work with your colleagues to make sure your attendee list is complete before the invites are sent. Otherwise you might hear “Why is John not on this call?” about 30-seconds into the start. Awkward to say the least.

Send out the game plan to everyone EARLY: If you have documents that people should look at before the meeting, send them out beforehand. In this same email, outline the format of the video call, including discussion points, overall objectives, and who will be leading and/or talking. Make sure that everyone knows how to access the video conference room before the meeting, otherwise you will become technical support before you even get to your first bullet point.

If it’s a brainstorming meeting, make it crystal clear to every participant that they should have plenty of ideas to discuss during the call, with the “homework” done before the meeting! The more productive the call, the faster everyone can go home. Err, log off.

Look to helpful software: Whether you use Skype, FaceTime, Google Hangout or other B2B video conferencing systems by vendors such as Cisco or Polycom, seek to incorporate all the functionality these types of “telepresence” systems offer (like virtual whiteboards, screen capture, shared documents, etc.) to help make your meeting as productive as possible.

Etiquette matters: Even if you are not sitting right next to someone, the same rules apply in a virtual meeting! Let people talk openly, listen, don’t interrupt, don’t play music or video games (the accidental unclick of the mute button can be mortifying if you are not doing what you are supposed to be doing), and give your undivided attention to the meeting.

Will video replace face-to-face?

In a nutshell, no … we still need in-person meetings when they make sense to have them. However, video conferences are really stepping up as the next best thing (or even better, so say some execs) for getting together with colleagues to work efficiently and effectively without physical boundaries or limitations.

While video technology eliminates logistical planning and travel costs, it does not negate the fact that we are still working with humans! Remember that conversation, icebreakers, and great jokes still go a long way – even through digital connections. Relationships are still the strongest foundation to business success, in person or online.

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References:
Herman, Lily. “3 Ways to Make Sure Your Next Virtual Meeting Runs Smoothly.”
Mashable; July 2, 2014. http://mashable.com/2014/07/02/google-hangout-meetings
Creel, Carlye. “7 Must-know Video Conferencing Stats.” The Future of Business Collaboration (powered by PGI). July 3, 2014. http://blog.pgi.com/2014/07/10-stats-video-conferencing