Even in today’s high-tech environment, face to face remains the optimal way to conduct business. In person, you can experience the human interactions that add that extra something to your meeting – the warm shake of a hand; the nod of a head; the raised eyebrow across a table; the inflection of one’s voice.
However, with tighter restraints on time and money resources, many people are not able to meet face to face as much as they would like.
Traveling within the city in which you live can take time, but is usually doable. When it comes to traveling across or outside of the country, however, travel often becomes cost prohibitive – and that’s not even counting the stricter security restrictions and additional transit headaches that make modern travel more arduous than ever.
To meet these demands, large companies have taken advantage of technologies such as web and video conferencing. Today, even small and medium sized businesses are being asked to do more in less time – making virtual communication a necessity. As a result, more tools are available to create the environment of an in-person meeting within virtual parameters.
Any business with a fast internet connection can use a free virtual communication service, such as Skype or ooVoo, to maintain interaction with your colleagues.
Robust video conferencing solutions can present a clear and life-like experience, and are ideal for people who want to reduce their travel while still connecting with customers, colleagues and prospects in a meaningful way.
When determining the best avenues for establishing a virtual meeting, here are a few things to keep in mind:
Finding the right camera is important for ensuring your colleagues can see you clearly. The default camera that came with your notebook computer, or a cheap ‘web cam’ from your local office supply store, may not deliver the best video conferencing experience. Instead, consider purchasing a high-definition video camera which gives you a much better picture than a traditional web cam. High-definition cameras range in price from $50 to $400, and you’ll want to make sure they work as advertised before purchasing for your employees.
When communicating in a noisy environment, having the right microphone is necessary to isolate your voice from the background noise. If your camera has an integrated microphone, ensure that it is sufficient for your needs.
High speed Internet access is critical to ensuring functional video conferencing or other broadband intensive services. Recently, I upgraded to a much faster, 3MB per second (upload) / 15MB per second (download) connection, and my recent video conferences have been notably speedier and more efficient.
If your office is loud, consider moving or configuring your work space to reduce distraction. Sometimes it can be hard, especially when working at home, to avoid having kids or pets near your work station, but you’ll want to take the right steps to make your mobile office as silent as possible, so as not to confuse important project details when speaking with your colleagues and clients.
You should also be sure to adjust the background you have for your video conference depending on your audience. For example, if you’re pitching business to a courier company, make sure the shelf behind you is free of boxes from a competing courier company. In sum, if video conferencing is going to be a strategic part of your business, it’s important to “look your best.”
While there is no perfect replacement for the direct, personal nature of conducting business in an office surrounded by your colleagues, there is a wealth of alternatives in today’s market to meet the demands of virtual employees. Find what methods work best for you and your team, and you can be sure that you stay in the know wherever you are.