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Important Meetings: In person or virtual?
Important meetings, in person or virtual?
For Joanne Ireland, president of the presentations Ireland
We've all heard that there is no substitute for meeting someone face to face. But to listen to web conferencing company talk, one would think that the board had flown out the window. In person or impersonal? What is truth? Does it make sense to meet in person? O, all future meetings take place on the screen? Is there a way to determine whether a meeting should take place against the in-person on the Web? What are the advantages and disadvantages?
We have made many meetings of both types, and want to help you make the right decision. What kind of meeting is right for you, make the person or group who meet or the right of the subject and circumstances? The following information explains the benefits of each method, with the explanation that will help The method to use for your next meeting. Will it be face to face or just a voice at the end of a phone line?
First a words on web conferencing. This technology is continually striving to achieve the same level of experience of intimacy and the user as a meeting in person, through a variety of methods. Most tools work in a similar way: The person initiating the conference provides a meeting on the tool (after downloading and installed the necessary software), and then invited participants to join by sending an email with relevant information including login instructions. Attendees will then download the necessary software, and entry time. Initiating actions of your screen, and with a teleconferencing capability via a phone, says the presenter's voice can be heard, so using both computer screen and telephone. There is a Often a chat capability, allowing participants to ask questions during the presentation by sending questions to the moderator of the meeting via courier instant. The questions are usually answered then the presenter to the group. Web conferencing can all be recorded for later playback.
Web Conference Meetings
Web Benefit 1 - Cost Savings
If your colleagues or the public is a distant place, a meeting in person may be impractical, inefficient and costly. A web conferencing can reduce this cost largely because it involves only the cost software, the cost of managing the conference, and any additional costs of teleconferencing or videoconferencing.
Web Benefit 2 - Electronic Registration
Unlike in-person meetings, a web-based meeting can be stored electronically and retrieved for later review or repetition. This allows participants to return to a part of the meeting I might have missed or misunderstood. Allows a company to submit the same information to others who might being unable to attend the conference real Web. It also allows presenters to discuss the meeting and make adjustments to their presentation for next time.
Web Benefit 3 - Flexibility of Time
When you need to hold a meeting in the heat of the moment, a Web site allows you to invite conference participants very quickly. Depending on the availability of people can be sharing documents and information almost instantly. This is simply not possible with the meetings person, which require more time to prepare and carry out, and may involve travel time as well.
In-Person Meetings
In person Benefit 1 - Better Communication
A meeting in person is face to face, giving you the ability to see the expressions on their participants, hear their tone of voice and see his body language. Communication is a dialogue, rather than a presentation. Even when the conference takes advantage of Web chat and instant messaging, communication is disembodied and lacking in contextual information that can be as valuable in a situation of selling or trading.
In person at the benefits 2 - Approach
A meeting in person almost requires all participants to pay attention and follow focused on the meeting itself. By contrast, a Web session allows participants to be distracted by all the normal activities taking place around them. In addition, is easier to do other things while "participate" in a Web conference, which further reduces attention. (A web conferencing tool yet tracks if the assistant is looking at the screen, or opened a new window - perhaps to play solitaire)
In person Benefit 3 - Control
Web conferencing is cheaper to travel, but not free. In some cases the technology exists to buy, install and learn. But it is the "hidden costs" that may rise. frequent failures such as dropped calls, interference on the line, the inability of users to view slides, or other technical problems can spell disaster. While the meetings in person breaks free of the problems are relatively easy to fix - and you have the ability to judge the reaction participants to them. With Web conferencing, we may never know you've dropped the call with a bad impression of your company.
In person benefit 4 - Flexibility of Content
When I meet someone in person, can pick and choose what information to disseminate on the basis of verbal and non- verbal pick that person. But when I come through the Web, you can not put all the information you want can be taught in a single presentation, and I can not include explanations on the fly or add my own sound bites little to read the public reaction to certain issues. An in-person meeting is a dynamic quality it is very difficult to play through a Web conference.
In person at the benefits 5 - Single
Today, many companies are ignoring the differences between Web meetings and meetings of people and is completely eliminated in person meetings. The companies that remain faithful to their customers, prospects, partners and colleagues stand out from the rest. Imagine how impressed your client is taking the time and effort to meet in person: it says something positive about your company, your commitment and financial stability.
Conclusion
There are clear advantages to meetings in person, including better communication, greater attention to the issue, control and ability to rise above the rest of the crowd and simply put a face to a name! However, today's budget cuts and attention to costs, it makes sense to use Web conferencing for meetings will not suffer from the lack intimate, one-way communication and failures. Save to person group meetings that you would like to meet in a place to meet, share information and exchange ideas with each other or that special client that deserves further recognition and personal time and attention ... for that big contract waiting to land ... to important information analyst at the industry's most influential. In this way, you get the best of both worlds!
About the Author
Joanne Ireland, a 20 year veteran of the meeting and event planning industry, is Founder and President of Ireland Presentations, http://www.irelandpresentations.com a meeting, conference and event planning company based in San Francisco. Joanne is one of San Francisco’s leading consultants in planning, coordination & management of conferences, meetings & events. Her expertise is design, project standards/content, conceptualization & design of project strategy and contract negotiations. Joanne and her team continue to produce successful events and meetings for a wide range of corporate and non-profit clients both large and small, domestically and abroad.
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