Web meetings and conference services such as Google Meet, Zoom, and Microsoft Teams maintain the communication between internal and external affairs, from weekly meetings with colleagues to important business meetings with external organizations.
The benefit of attending web-based meetings and conferences is that you can attend and leave within a second and with just one click regardless of the situation. Even we at VAEKST have to attend important meetings when commuting at times, and having this flexibility of being accessible from anywhere in the world is a key factor to maintain our line of business.
After all, we are humans that are used to personal interaction with each other, who also enjoy speaking face-to-face rather than talking through a headset towards a glossy screen. Humans tend to be more nuanced when attending personal meetings, which can lead to a more detailed understanding of the meeting compared to the web-based solution since the ability to build a relationship with the counterpart is harder with a screen in between.
As written, the ability to be available from anywhere in the world is a game-changer since users can opt-in within the minute, regardless of the meeting being held in Copenhagen with a client from Italy. This availability makes meetings much more accessible even if the meetings are held over a great distance.
Finding the right time to host a meeting or a conference is however as tiring as usual. Invitations in the digital era are not being sent by letter anymore, but by a digital invitation that has still has to be responded to. The planning is business as usual, and timezones still have to be applied, not to mention that all meeting participants have to agree on the suggested invitation.
Attending web-based meetings and conferences no longer need the process of printing important documents which is to be put into the briefcase to be shown to the attendees. The usage of cloud computing and the services these provide such as documents being stored in the cloud, meeting platforms can show that important documents or information right on the screen of the attendees in the meeting room.
When presenting the content you have prepared to show to the meeting, anyone can talk at the very same time as all the attendees. The web-services has made vital implementations such as a ‘raise-hand’ functionality, but this feature is rejected in most cases, making it the chaos of 6 people wanting to say their topic at the very same time as you. Knowing when to speak and when to interrupt is done seamlessly in a personal face-to-face meeting since that is the way humans are used to communicating with each other.
Since the increase of 500% in usage of web-based meetings and conferences has cemented its position into the market, it can also be argued that travel expenses are to be lowered significantly, which also contributes to a more sustainable and environmental focused solution since taking a flight from Copenhagen to Italy is written off due to the COVID-19 outbreak. The cost of implementing web-based solutions like this is low compared to the expenses that would have been used in a personal face-to-face meeting.
Web-based meetings and conferences however are often prone to technological products such as a high-quality webcam and a high-quality microphone that makes the solutions much more alike personal meetings. While the office might have these products, being sent home to utilize work from your own private office might include lower quality of products compared to the office equipment, which can lead to attendees not understanding what you are actually saying due to bad equipment.
There might be many downsides to the utilization of web-based technology, but the importance of these services is ranking higher than the downsides. Humans will surely adapt to this new technology and the methods these brings to the modern way of driving business, and by polishing the way businesses work with a product like this, it will surely be a technique that will be used when the outbreaks of COVID-19 eventually ends since the low cost of using and the general availability and flexibility can contribute to more agile meetings while lowering the carbon footprint by attending the meeting from home, rather than in a different country.