Have you ever found yourself in a situation similar to this?
If so, which side of the meeting request were you on? Are you more prone to insist on an in person face-to-face meeting or are you the one questioning why the face-to-face meeting can’t be held more efficiently using a virtual meeting/video conferencing service?
Truth is, you should be somewhere in the middle. Nothing beats being in the same room with your fellow meeting attendee(s)…as long as it makes sense. When it doesn’t make sense, conducting a virtual meeting (complete with webcams) is the next best thing. There are numerous virtual meeting hosting services that include video conferencing such as the aforementioned Skype (great for one-on-one meetings) or, WebEx and Nefsis (great for meetings with multiple attendees).
The key is being able to determine when it makes sense to meet face-to-face virtually as opposed to in person. If you’re in the same building, or perhaps in the same town, it’s quite likely that it makes the most sense to meet face-to-face in person. Even when distance is an issue, you may still feel those urges to push for the traditional in person face-to-face meeting despite the excessive costs (e.g., time and money). When you feel those urges, challenge yourself to consider the reasons why you absolutely CANNOT conduct the meeting virtually utilizing a video conferencing service. Chances are the most legitimate reason you’d have to oppose a video conference would be that you don’t yet have a webcam. If that’s the case, please click here now. (Disclaimer: I currently use the Logitech Webcam Pro 9000).
Furthermore, challenge yourself to determine which phone-only meetings you could dynamically transform into video conference meetings. For example, my manager and I are in different states but we now conduct all of of our one-on-one meetings face-to-face using Skype. Our team members are scattered across the country so we now conduct all of our team meetings face-to-face using Nefsis. Transforming these meetings from phone-only to video conference has been an incredibly positive experience.
Whether you’re on the fence about taking that in person meeting into cyberspace or, you’re considering turning a phone-only meeting into a video conference, consider the following benefits of video conferencing:
- It significantly reduces costs. Gas is expensive. A plane ticket is, in most cases, even more expensive. And, don’t forget about travel expenses (especially if you have 5 star tastes). This, of course, doesn’t include the high cost of day rates you’d either be on the receiving end of as a client or, on the billing end as a service provider.
- It significantly saves time. Time is money so, by extension, travel time is very expensive. Does it really make sense to meet in person when that four hour meeting ultimately costs you three full days after you factor in the travel time?
- It allows you to build and develop relationships. Generally speaking, healthy, positive, productive relationships require a certain amount of face time. When you can’t physically be in the same room, this is how you can get it (with frequency and regularity).
- It forces you to be present. When you’re on the phone only, it’s easy to tune out or multi-task. When you’re on video, you’re engaged…you’re conscious of your body language and emotions because you’re observing the same from others.
- It forces you to improve your personal hygiene. If you’re working from home and know you have a video conference, you’re forced to get out of bed, get dressed, do your hair, and, well, look professional.
- What used to only be possible in sci-fi cartoons is now a reality for YOU. And you gotta admit, that’s pretty cool.