Online Business Meetings – Using Technology to Cut Business Travel Costs

If you have a small business, you obviously envision it becoming a big and well established enterprise. As the business grows beyond city, country and continental borders, communication modes need to be upgraded. This is why as you nurture your business you have to think of the best way to cut traveling costs while maintaining a high level of productivity during business meetings.

In conventional business setting, designated employees would ideally travel across the world to make business deals or to attend conferences that would market the business. These business trips entail booking a hotel for accommodation, booking a meeting room, having transport arrangements to various meeting points, setting aside traveling allowances as well as organizing for meals for the traveling persons. We all agree that employees are bound to make fraudulent claims after a trip.

Some people misuse these business trips and turn them into their personal expeditions at the expense of their companies. Other employees turn the trips into a shopping spree. Monitoring the steps of your employees while they are away requires a lot of time and money thus many organizations would not think of spending funds to check on their employees whom they have sent away on business.

The best way to curb problems arising from traveling far to have meetings is to invest in a good online meeting room, with a powerful computer which can transmit multimedia. Have a web-cam, headsets if needed and install necessary software to support communication as the meeting goes on. It is also important to have a standby generator that ensures the meeting is not affected by power blackouts. With technology, you can link to your customers, suppliers and business partners at the comfort of your office.

In the long run, if you compare the money used to set up an online business meeting and that used to send staff to a physical meeting point, you will definitely settle for online meetings.

Video Conferencing Software For Executing Online Business Meetings

Online meetings are the conferences or meetings that are conducted with the aid of the internet. These meetings can be differentiated into two types they are the casual online meetings and professional business meetings. To conduct the casual online conference, there are various options available on the Internet; they are Google+ Hangouts and Skype. But for professional business meetings, these video chat options do not work out. The business meetings always need a professional web conferencing solution.

Video conferencing solution eases the business executives to interact effectively with one another as if they are meeting in live or in person. This solution enables the users to have interactions with the people who are separated by a thousand miles of distance.

In the recent years, the advancements in the web conferencing technology have renovated the online meetings towards more mobile and flexible. In the preceding years, the conferencing solution was hardware based, where the organizations have to set up a boardroom to conduct the meetings. This setup will be composed of a huge range of hardware components.

Normally the online meetings are conducted to have an interaction with the business executives are far located. Let us consider a case: A business executive is on business tour and he/she must have to attend the meeting. In this situation, such executive cannot search for a boardroom and log on to the meeting. As a solution to this case, video conferencing software can be used. Through the software based application, the business executive doesn’t have to look for a boardroom; rather he/she can log on to the meeting through his/her wireless PC.

During the time of the meeting, the business executives do have a need of presenting some documents. The software video conferencing solutions are integrated with certain fruitful features, by which the online meeting can be more interactive and lively. Whiteboard sharing, file sharing, desktop sharing, referendum, voting and co-browsing are some of the most helpful features for executing the online meetings successfully.

The basic software and hardware requirements needed for making use of the video conferencing software are: standard PC (Laptop, iPad or Android based mobile phone), internet connection either broadband or leased line or a software license to make the application installed in the PC.

Web conferencing software provides ample benefits for the organizations, in terms of minimizing cost of resources. Through this solution the business executive doesn’t have a need to all the way travel from his place to the meeting place. This will cut down certain expenses such as air fares and hotel bills.

Lastly it can be justified that, the video conferencing software is the best loom for executing the online meeting in an effective way.

Leading the Effective Business Meeting

In daily life, sometimes we can find the business meetings which are digressive of the main point. Because of many aspects, the business meeting is not effective. Before holding any meeting, you should consider to call the meeting when the condition is critical to have the meeting. You also need to structure it well so the meeting can meet its goal.

Before holding a meeting, you should prepare some things such as the business books, flip charts, overhead projectors, personal organizers, notebook papers, spiral notebooks, slide projectors, and the transparencies.

The first thing you should do is deciding whether the meeting is important or not. It is related to the issue whether the issue is involved to the individual or the conference call. You also need to determine the person who needs to come to the meeting. It is better for you to keep the number of the attendees in small number. The main reason is having the large meeting is not as effective as having the small meeting. By this way, the discussion of the meeting can be more focused.

To make the meeting is more effective, you should set the definite starting and stopping time. During the meeting, one of the attendees should prepare the agenda. Remember to explain the purpose of the meeting. If you have many goals, you should decide which goal has the command priority. Help the attendees understand more about the meeting progress by using the visual aids like the charts, slides, and the handouts. It is better for you to begin the meeting in the designated time. You should start the meeting whether everyone is present or not.

You can start off the meeting directly to the point. You also need to allocate the time for each issue. Moving through issues will let the discussion but discouraging digression or the repetition. It is recommended for you to use the timer.

If the debate or the issue runs overtime, you need to postpone the discussion until the end of the meeting. Ensure that you cover the other issues on the agenda.

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