As you know, video conferencing has had a powerful impact on business communication.
There are solutions available for all business sizes: smaller businesses can opt for cloud-based video conferencing, where no physical hardware is required.
On the other end of the spectrum, larger businesses and enterprises can choose on-premise video conferencing. This means they keep all equipment and infrastructure on-site, where it's completely self-managed by an IT team.
Benefits of video conferencing include:
in just a few clicks, you can join a meeting with the office whether you're out and about between seminars or working from home with sick children.
You're not contrived to the office walls to communicate with your team!
Save time and money
Business travel is often frustrating and stressful.
With the usual hassles of travel – late flights, missing luggage, expensive accommodation and all the extra costs that come with it – you've also got to prepare for presentations, important meeting, and crucial client workshops.
Skip the hassles and focus on your work with video conferencing. VC tools break down international borders while saving your business travel time and money.
Improved communication and relationships
In those instances where you've relied on technology to avoid business travel, you might have resorted to a phone call or conference call.
And while it was OK to get the information across, it really lacked that visual component that helps us establish real business relationships.
Further, you'd never actually meet those partners in the US, so it's a real shame you couldn't put a face to a name.
These are just some of the many benefits associated with visual communication through video conferencing. One feature that's sometimes overlooked is the ability to record video meetings for future use and reference.
This week, we look at why businesspeople are recording their video conferences, meetings, and presentations.
You can come back to it later
The first benefit we look at today is also perhaps the most obvious. With a recording, you can come back to a conversation to clarify any miscommunication. Perhaps three weeks after a catch up, Person A reminds us all that they’re working towards a January 15th deadline for the strategy outline.
But wait! Didn’t we say January 5th? What is the client expecting? Are we going to deliver too late? Revisit the client meeting and find out the facts – fast!
Catch info you might have initially missed (or misunderstood)
During a video conference, it’s not unlikely that you will be taking notes, whether it’s straight onto your computer in a word doc or messy scribbles a notebook. Either way, there’s no way you’ll be able to catch all the words exchanged!
I know this happens to me during meetings: I’m trying so hard to keep up what’s being said, so I try to summarise and shorten my text. I revisit it a week later, and find too many sentences that simply don’t make sense… even they did at one point.
Rewind back to that day and decode the message you were writing down for your future self!
Send to absentees
In a perfect work environment, we’d never have sick staff and everyone’s calendars would be so in sync that we could schedule in meetings – even big team meetings with 30+ participants – without the worry that someone will be absent or unavailable.
Using a video conferencing service’s record option, you can package up a meeting and send it off to those who were unable to attend. They can catch up on what was discussed and attend the following meeting with a bit of background knowledge!
If you’re a manager or director (or similar), and you won’t be present for a meeting, you might like to delegate the task of overseeing the meeting to another member of staff.
If you’re a little anxious at that prospect, use your video conferencing system’s recording tool to review a meeting (with permission, of course – always let participants know if a meeting is going to be recorded), and review performance afterwards.
This is a great way to praise and provide feedback to staff.
Create a summary
A brilliant way to polish of a recent video conference or meeting is to create a summarised overview of the conversation. This should (but of course can’t be applied to all meetings) come down to a single page in a word document, so that someone can spend less than 60 seconds reading it and understand a meeting’s purpose and outcome.
These are the essential components of a meeting summary:
Participants / guests
Give a quick recap of who participated (and where they are from – location and/or company).
Date, time, and duration
This will help you monitor how much time you’re spending on business meetings, and see ways you can shave off minutes.
What was the purpose of today’s meeting?
Split each major point into a few short sentences.
Note down a general meeting conclusion…
X was approved by client
Y is still pending
…and then delve into further work needed and what should be done by the time we next meet up. This should cover input from all parties and summarise who is to do what (and by when).
Video conferencing is an amazing way to communicate across offices, states, and oceans, and with the added ability to record a meeting, you can be sure everyone can keep on top of their work and get the job done.
Schepisi offers on-premise video conferencing as well as cloud video conferencing, from Lifesize. Find out more about both (and learn which one is right for you) in this blog post.
To get your free two-week Lifesize Cloud free trial, go here.