Latin America. Think of a face-to-face work meeting that has been successfully developed and let's stop to think why was it a success? Is it because of the ability to share ideas on a blackboard? or is it easy to understand the members when meeting in person?

These capabilities do not have to disappear when a video conference or virtual meeting is held, if the appropriate platform is chosen. Successful online meetings should have all the elements that allow workers to feel productive, establish team relationships and move forward with their work processes. They just need to know what features will really enable for this type of meetings and then look for a service that offers them.

According to a recent study by the Society for Human Resource Management, nearly half of companies (46%) globally conduct videoconferences to increase the productivity of their employees. However, today a large number of work teams that are not in the same workspace continue to struggle to stay connected. Many still feel isolated and disconnected, which can undermine the success of teamwork. In turn, the same study highlights that 86% of employees mention that lack of collaboration, ineffective communication and lack of adequate tools increases failures and distractions at work, so organizations should know that collaboration is a key facilitator to achieve any goal that has been drawn.

So, what does it take for virtual teams to reach their full potential? How do we make sure they are mentally present and engaged when they are not all in the same room? BroadSoft considers the following key elements to carry out successful virtual meetings:

Video: The main factor to consider, looking for high quality HD video (1080p), is the only way to capture all the facial expressions and other details that would be seen in a meeting in person. The environment plays a critical role in any meeting, the body language of the members is important to reinforce the messages that are issued, otherwise there may be an ineffective or poor communication. In addition, it is important to consider the network that will be used while doing a virtual meeting since this depends on a good video experience. The solution you use should ensure that each attendee receives the optimal video.

Shared and interactive content: Another common difficulty is not being able to collaborate in all the ways that participants want, such as chat, desktop sharing, documents and playing multimedia files at the same time. That sounds obvious, but many organizations stumble when choosing a collaboration solution that supports, for example, only some multimedia file formats, or only single-screen sharing. When collaboration tools are limited, time during meetings is wasted if participants find that the solution is not compatible with the video format they want to play, or that they can not annotate live applications.

Instant messaging: During meetings it is necessary to have quick and immediate ways to communicate without interrupting the flow of the call or the person speaking. Even when silenced, everyone can actively participate, asking questions and expressing their opinions. An additional tool that enables this possibility will generate a synergy of work that will optimize time and make the goal of the meeting easier to achieve.

An excellent and productive work meeting can have a positive impact on any company or business; virtual collaboration should allow you to interact with your colleagues or partners in exactly the same way as a face-to-face meeting; it is only necessary to have the adequate system for this to be carried out. When meetings are more interactive and people are attentive, the problems related to developing multiple tasks and the lack of participation can be eliminated or reduced significantly, which leads to greater productivity and results in more successful meetings.

Text written by Bárbara Ferguson, Senior Manager, Product Marketing for BroadSoft.

Richard St.
Author: Richard St.
Editor
Journalist from the University of Antioquia (2010), with experience in technology and economics. Editor of the magazines TVyVideo + Radio and AVI Latin America. Academic Coordinator of TecnoTelevisión & Radio.

Comments

Paul Nunesdea
# Paul Nunesdea 23-11-2017 08:37
An excellent article, we can even have hybrid meetings, that is, a mixed classroom and distance, but in which there is no difference in the participation modality of the attendees thanks to the 3 elements: visualize, share and interact (VCI).
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