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Web Based Video Conferencing – When is it Appropriate and How to Use it Effectively

When to Meet in Person and When to Video Conference

For more effective and efficient communication, consider the complexity of the information you need to exchange before choosing a medium. For example, if you need to request a file, a simple e-mail or instant message will do. When you need to come up with a solution for an oil spill crisis, anything other than a face-to-face working meeting will lead to confusion and miscommunication. Video conferencing falls in between and can be useful for a wide variety of purposes with a medium level of communication complexity such as employment applicant screenings, ongoing product development sessions, volunteer training, and online courses or seminars.

Facilitating a Successful Web Based Meeting

If you evaluate your communication goals and decide that a web conference is the right place for your meeting, consider taking several quick but important steps to ensure the success of your e-meeting. In order for your team to achieve the goals of the conference, you need to tell them what those goals are in the form of an agenda or list of talking points. Set rules up front to clarify when it’s okay to ask questions and make comments and how to handle off-topic discussions. Stick to your agenda and time allocation – your team members have other commitments and appreciate predictability. Engage silent members by asking their opinion or asking them to present the results of an assigned research task. At the end of the meeting, assign action items, set deadlines for deliverables, and send your team a transcript for later reference.

Video Conferencing – A Happy Medium

When a phone call isn’t enough but traveling to a remote location isn’t necessary, video conferencing provides an ideal way to collaborate when used thoughtfully. Effective web based video conferencing is easy if you follow a few simple steps to provide behavioral cues, achieve goals, and respect the time and contributions of your team members. Ultimately, considering the appropriate medium and taking the time to prepare in advance will lead to more productive, effective meetings.

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