Video Conference Ease

In these difficult economic times, companies are often looking for ways where they can cut costs

. One obvious place where many companies can spend less money and still have similar results is travel. Especially when the travel is just for meetings, it can be an incredible expense that will never be recouped. Aside from the obvious costs (hotel rooms, airfares, and dinners in restaurants), there is also the cost for travel time of staff. When employees are in airports or traveling, they are unable to respond to customer requests or problems. Rather than loosing productivity in travel, technology makes it possible to conduct a meeting with participants throughout the country (or world) without anybody having to leave their office.

A video conference is typically very easy to set up. There are many different vendors that provide conferencing service to choose from. There may be some minimal technological capabilities that all participants' computers must be capable of. Sometimes a small piece of web conferencing software will need to be installed. After the details of the conference are in place, participants will be given an 800 number to dial into. They will also have a code to get into the conference. If there are a large number of people in the conference, it is best for a moderator to guide the meeting.

Depending on the video conference vendor that is being used, there may be several additional capabilities. Some conferencing have the ability to utilize web cams so that people in the conference can see each other. Many times people conducting a conference want to share information on a computer program or application with members of the group. Using the web conference, they can give access to all participants to see their computer screen. Other conferences will include the ability for participants to instant message with each other and the moderator. Although this technology may appear overwhelming at first, many users can learn to use it proficiently in only a short period of time.

By using this modern conference technology, employees can be more productive. Communication between office locations may even be improved, since video conferences can be set up more often than in-person conference (due to the ease and cost savings of setting them up).

by: Cheow Yu Yuan

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