How to Organize a Meeting When You Cannot Be In the Same Room

Today’s business world still places a lot of importance on meetings with clients and prospective clients. With companies cutting back and employee roster’s shrinking, there is not always the opportunity to send staff throughout the world for meetings. As such, new technology has been brought to the forefront to make it possible to still have a good meeting without the need to all be in the same room. This is through the use of cloud storage, video conferencing and the right software to make it all work. With this kind of help, you can still have meetings without worrying about anything being missed.

Using Cloud Storage for Meetings
Whenever there is a meeting, everyone needs to be on the same page. Normally when you are having a meeting, you will put out information packets with the itinerary for the meeting as well as some notes about what should be paid attention to. Since you will not be in the same room, you cannot do this. However, when using cloud storage, it is possible to share the files with the same notes you would have about the meeting in the files placed in cloud storage. Those on the other end can print everything out or simply access it through tablets.

Video Conferencing is Like Being in the Room
As everyone is looking at the notes you shared with cloud storage, everyone can see and hear each other thanks to the use of business video conferencing. When properly set up, you can see everyone on the other end of the call as if you are in the same room. This is thanks in large part due to HD recording and large broadband broadcasting technology. There is no reason why you should not have a screen that allows you to feel as if you can reach right through and turn the pages of the notes for those on the other end. Just make sure that the video conferencing technology you are using is secure if you are having a conversation that is not for everyone else to hear.

The Right Software Ties It All Together
Even with the best cloud storage solutions and flawless video conferencing, it is possible for something to be missed. This is when you want to make sure that the right software is being used to tie everything together. If you have great video hardware and great sound hardware, but the software does not work, you will have a hard time being seen and heard. If you are using cloud storage without the proper encryptions, there is likelihood that your information will be compromised by other businesses or by hackers looking to sell your secrets. Take the time to make sure all the software is designed to work along with the devices you are using and that it is offering the right amount of protection to make this work. You will have a better meeting thanks to going through these processes.

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6 years ago

[…] at the time, the Star Trek method of video communication has now also become commonplace, and many of us video chat each and every day, although not usually from the bridge of a large […]

3 years ago

[…] you can’t get away from doing something extremely dull. Perhaps it’s a business meeting that you’re required to attend. The content of it may be boring, but you can’t just get […]

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