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Now that the Internet is connecting people on so many levels, it is only natural that virtual events are becoming more popular. Professional Event Planners are realising how much money they save in fuel cost, surcharges, and equipment when they can create a virtual event and without ever having to leave the office.

Different types of virtual events are available for services like Second Life, Constant Contact, Meeting One and Virtulis Center. Below are a few basic tips to follow when creating a virtual event, Internet trade show or corporate sales kickoff.

Objective

Do you want to simply make a presentation for a large audience, or do you need to have interaction and break out seminars? Determine your ultimate objective early in the process so that you can design the correct platform for your setting. Virtual meeting rooms can be outfitted with audio/visual equipment, white boards, handouts and business card distribution. Map out a storyboard that takes the meeting from registration to participation to wrap up and develop a timeline for all presentations.

Design

Craft your presentation to your particular audience and set the tone to match their knowledge of the subject. Sales presentations and product rollouts obviously have a more upbeat, enthusiastic attitude than scholastic or scientific presentations and both are quite different from public presentations to an audience that is unfamiliar with the subject. Use technologically appropriate language, especially in virtual display booths and resource centers.

Virtual Guides

When the basic structure of your virtual meeting determined, develop a concise guide to online registration, attendance and feedback. If necessary include instructions on translations of both written and verbal presentations. Also provide direct contact information, especially phone numbers, for participants who are experiencing technical difficulties with a computer or Internet connection.

As part of the Virtual Guide, provided a reference sheet that has suggestions for operating platforms, recommended software and Internet connection speed. Also have a direct link to online real-time support for use while the conference is in session.

Partnerships

Be on the lookout for companies that can partner with you on virtual events. Select vendors to help you customize your venue and create additional attractions for participants. If appropriate, setup links between your web sites to promote the virtual event, products presented or information discussed.

Follow Through

Once the event is completed in real-time, make arrangements for it to be archived on the Internet and accessible for replay for at least six months. Make sure all links to video presentations or online documentation presented at the conference have live links for easy access.

Second Life has created a professional, easy-to-use method on-line meeting space that participants can attend from the comfort of their office, home or even their yacht!

Virtual meetings not only cut travel expenses and environmental impact, but provide the flexibility to work with people in a real-time environment regardless of their location.

Practical Matters

For a fraction of the cost, virtual functions like meetings, training events, product releases and seminars can all be conducted on-line. From major companies like IBM to small enterprises expanding their territory, smart businesses are using Second Life to find innovative solutions to the challenge of communicating simultaneously  with participants all over the globe.

A Second Life meeting contains many of the fundamental elements of a face-to-face meeting, a factor that can be hard to recreate using video or conference calls. For one thing, all the avatars for participants are visible, making it easy to tell just who is present at the meeting and who is currently speaking.

Conference Rooms

The virtual meeting room contains many features of a regular conference room. Services include a sound system for amplyfying speakers and a viewing screen where you can run videos, slide shows or power point presentations that everyone in attendence can view.

Translations

One of the big attractions of Second Life for international business meetings is the many translation programs that are offered to make the kind of important real-time translations that cut down on confusion and misunderstandings.

These services use instant text translation programs that  allow you to read the on-going dialog and save the verbatim transcripts for later consideration.

InWorld

The ability to invite interested parties to panel discussions, affiliation meetings and informative lectures is greatly expanded because it is fairly simple for attendees to sign on with Second Life and create their avatars.

To assist anyone having issues with attending a Second Life event, many businesses have a help desk avatar available outside the meeting rooms to help troubleshoot individual issues so the whole meeting is not interrupted and can stay productive.

Another advantage of virtual meetings is that they can be recorded in their entirety and replayed later for the benefit of those who had timing conflicts with the original presentation.

Mixing

Participants in a virtual meeting can ask questions of each other, request clarification on a topic or participate in panel discussions. They can also chat together before and after the meeting, which creates opportunities for members to virtually meet for the first time or “run into” previous acquaintances and renew relationships.

After the meeting, notes can be posted on a virtual bulletin board to announce similar events, related information or post invitations to discuss the topics brought up at the virtual meeting.

Business practices change constantly with new inventions. Video conferencing is one of the latest ideas to make things easier around the workplace.

Enhanced Technology and Communications

Video conferencing has been around for a while, but only recently has it gained enough in quality to make it worthwhile as a tool for most businesses. Lagging internet connections make for jumpy movements and disconnected voices, but increased infrastructure is improving that.

Less Travel and Reduced Environmental Impact

Meetings that once required days for travel and required accommodations to be scheduled now take place with people at their desks or in nearby conference rooms. Educational opportunities widen as virtual students pop into classroom world-wide.
More Business Meeting Options

For today’s businesspeople, that means options are changing. The benefits of seeing someone in a meeting or presentation give more to communicate with than phone or email can provide, since visual cues are lacking during most of the correspondence.

Saving Time and Staff Absence

While cutting some of the travel is good for the budget, removing the days out of the office for the staff to manage meetings with other locations is a better reason for video conferencing. Commercial flying to remote locations can take a day or two out of the work week. Finding a larger meeting room off-site to accommodate all the participants takes more time to track down.
Working Flexibility for Employees

For larger projects, video conferencing allows an employee to work at home, rather than relocating temporarily to another location for the duration. Larger companies can take the world-wide stage as an option to stagger work in different countries to meet deadlines and schedule video conference meetings to keep all involved on where to start and end for the day’s work.

There are still occasions that call for actual travel, but video conferencing can help you make the most of those business decisions by knowing how to get the most out of the options available to you.

Stay organised and make certain you personally use the video conferencing option to understand how to make the best use of it before telling all your employees to use it. The best management practices lead by doing and make the most of everyone’s time and abilities.

Keeping up with the video conferencing angle allows great flexibility for businesses to expand and grow into better practices for profit and productivity. It is a great information and communication tool for companies to build their ability to work.

Here are some of the most annoying and embarrasing habits of Video conference calling. Make sure you don’t get caught out!

The Mute Button

It’s important to remember whether your mute button is on or off. As a facilitator, you must give the respondent time to take the mute off and answer.
The responders must use the mute button when not speaking and remember to put the sound on when necessary. Don’t mutter into the microphone or talk to yourself. Always assume they can hear you. Limit sidebar conversations within the room and pay attention to the speaker.

Gestures

Be aware of every single gesture you make. Talking with your hands might be acceptable when in the room with other people, but watching it on video can make others nervous or dizzy.

This is especially true when lagging video may only catch a few movements and makes the image at the other end of the conference jumpy and disjointed. Gestures may also give someone a bad impression of you, so try to isolate any bad habits, like scratching your nose, ahead of time to keep them from creeping into the video conference.

Forgetting Introductions

You may not see everyone at all times during a video conference. Introductions make people feel more like they know who is talking. Make nameplates with at least 4 cm letters for easy reference.

When more than one location is involved, make a plate with that name, also. Address everyone directly when asking questions. “Mike, did you have those numbers?” “Susan, can you tell me…?”

Something Else in Your Mouth
Food, gum, or other items that might otherwise occupy your mouth are a definitely no-no during video conferencing. While you might not always have the camera on you in some larger meetings, no one wants to look over at you and see your jaw working.

The kindest assumption they can make is you’re attempting to talk and not being heard. At worst, they see your open mouth and what occupies it during their possibly lagging connection.

Time

Begin and end all video conferences on time. This is respectful to all attendees, because they definitely have other work to do even if they are not scheduled for another meeting.

It also lets them know what to expect. If someone constantly drags meetings from a half hour scheduled to two hours actual time, no one wants to go and their attention wanders. Adults are alert for 30 to 45 minutes at a time; schedule appropriately.

In today’s fast paced business environment, speed, efficiency and cost effectiveness are central to establishing and maintaining competitive advantage. Technology has made many of the perennial expenses of the business operation dissolve. The days of the door to door salesman strike us as almost primitive up against the social media networks that are presently all the rage. Conducting business meetings via video conferencing calls is gradually making traveling an obsolete requirement. The future of video conferencing has all the characteristics to suggest its inevitability as a staple product of business innovation.
As strictly a matter of saving time, the benefits of video conferencing are virtually irrefutable. A click of a few buttons versus all the exigencies related to travel give video conferencing a natural advantage over traveling. In the same manner, the constraint on finances is clearly mitigated with video conferencing. The exorbitant cost of traveling far exceeds the cost of investing in a reliable system to conduct the video calls. An elaborate cost-benefit analysis isn’t needed to prove the validity of choosing the one over the other.

Accessibility is yet still another benefit derived from video conferencing. This is particularly true for a business’ client base, which tends to value ease of access without removing the advantages of face to face meetings. Also, as a way to streamline one’s business operations into a more fluid and dynamic system, video conferencing provides a unique tool. Whether it is clients, partners, associates or co-workers, both the small and medium sized business and the transnational business gain by utilizing the video conferencing option.

The expenses saved in time and money by using video conferencing transpire into the more collective interest of protecting the environment against the unnecessary strain that the prodigious amounts of business travelling places on it. As more businesses adopt video conferencing capabilities, a pattern of business practice can be instituted that will serve to enhance their role in being socially responsible stewards of society.

Video conferencing is the 21st century response to many of the challenges facing businesses as they try to gain greater participation in the global market and remain competitive. Saving time and money, creating ease of access and facility of operations and protecting the environment are all achieved in this one simple solution.

In our world today, technology plays an ever important role. Moreover, with the advancement of the internet, conventional assemblies, conferences, and board meetings have also gone to the future. Along with that, what used to be a difficult task to accomplish can now be handled through conference calls. Indeed, such an evolution has sped up the way we do business. And, since business enterprises are not mere islands, it requires the need to communicate to vast distances and sometimes remote locations. The point is that since our generation has experienced a paradigm shift, we need to better equip ourselves in order to flow with progress. If not, we will be left behind and this could subsequently affect our productivity.

International conference calls are undoubtedly going to be needed. At one point or another, companies will have to make use of it. Having said that, it is imperative for companies and businesses to make ample preparations because a lot is at stake. A company’s image, reputation, and overall dignity is being risked with every conference call. This fact is not meant to scare anyone, it is just an emphasis on the gravity of every conference call handled. The consideration then, is prepare for every conference call in order to reap the rewards and proceed with high hopes. Bottom line is that every conference call should be managed and arranged accordingly. At all means, companies should not only convey their image through their appearance but they should also take care of technicalities.

There are a lot of choices to make when setting up for an international conference call, be it a training session or business meeting. Making arrangements should be the most important factor and should be the first priority when making an international conference call. When making arrangements, the facilities and the main lay out should be the main concern. This means taking care of all the tools that will be used, laying out the tables and chairs, and preparing the staff. Additionally, the facilities are meant to work in your accordance to create the best environment possible. The gist of a conference call, therefore, lies in the seating options and arrangements. Elaborated are the different types layouts that can be utilized in a conference room.

Classroom or Theater Layout

A classroom or theater layout comes first in our list because it is believed to be the most appropriate arrangement for an international conference call. The layout is very simple. Just like in a theater, the screen is positioned in front while the audience (staff members) are all seated by rows. There are no preferences on tables and chairs as long as the arrangement complies with the proposed set up. This arrangement is beneficial in a way that it optimizes the space and allows more members to be inside the room.

The Typical Conference Call Layout

The typical conference call layout (also known as the boardroom) is where a large elongated table is surrounded by chairs and is in front of the screen. The advantage of this setup is that everyone has space for writing and the whole group can easily be seen. However, it doesn’t always offers good views as every person is seated at a different position with respect to the screen.

Clustered Layout

A clustered layout is best suited for workshop-type presentation. Basically, this arrangement is done by grouping like-minded individuals together in order for them to interact better. Everyone will still be in front of the screen, only this time different groups will be scattered around the room.

Avoid the temptation to view conference calls as less serious than traditional face-to-face meetings. They can be an important part of your career, and taking good notes during conference calls keeps you from wasting the group’s time. Here are 8 top tips for taking conference call notes:

#1- Play to your strengths
If you type faster than you write, type your notes in a word processor to be sure you keep up with the discussion. However, you may be able to track the flow of conversation more easily and draw connections between ideas if you are using a pen and paper. Find which approach works best for you, and remember that some handheld devices can offer the best of both worlds.

#2- Prepare ahead of time
You know the call is coming, so there is no excuse for not being ready. Open a word processing program or get a notebook, and take whatever other steps you need to hit the ground running from the start of the meeting. Ideally, your setup allows you to keep your hands free to capture important information.

#3- Record the call (if possible)
Recording the call may not always be an option, but it is the best way to make sure that you remember everything that happens during the conference call. The drawback is that it is not always easy to refer back to specific parts of the discussion.

#4- Use an agenda
You can distribute an agenda for the conference call ahead of time and build in spaces for note taking. It will allow you to keep the meeting on track and give you a chance to quickly organize your notes while the call is underway.

#5- Repetition is necessary
Do not be afraid to ask a speaker to repeat a key point if you had trouble getting it down the first time. It will avoid misunderstandings later on, and everyone would rather take a moment to repeat a single statement if it means that they won’t have to repeat the whole meeting later.

#6- Don’t leave yourself out
Remember that you are an active participant in the meetings, and your comments will steer the discussion. It may feel strange to take notes on what is coming out of your own mouth, but remembering what you said will put the other remarks in context. It will also be helpful when trying to recall what you DIDN’T mention during the meeting.

#7- Summarize the meeting before the call ends
If possible, take a moment at the end of the meeting to summarize what has been discussed with the other participants and compare it with your notes. That way you can be sure that everyone is walking away with the same major ideas.

#8- Make sense of your notes while you still can
Immediately after the call, go back to your notes and check them for readability. If you used shorthand or abbreviations, this is the time to go back and write things out fully, while the meeting is still fresh in your mind. A few months down the road, you may not be able to translate your thoughts from the page as easily.

Being adequately prepared and planning out your note-taking strategy ahead of time will let you take thorough, useful conference call notes, which ensures that everyone has spent their time effectively. Hopefully, these 8 top tips will help.

Video games have traditionally been known as a basically a solitary affair. While many of the earliest game consoles featured a multi player option, it was relatively crude and few took advantage of it. Even early multi player games felt very lonely, since the only noticeable difference in the experience was that artificial intelligence was replaced by human intelligence in one’s opponents and allies. Conference call technology has been changing all that for nearly a decade, bringing players together from all over the world to play in a more fun and social atmosphere.

This has affected the world of video games dramatically, opening new possibilities for game developers. Conference calls make the gaming experience many times for interesting and exciting, effectively melding the world of social networking and video games. Players can make connections with players from all over the world, forming groups within certain games to progress through games together.

Conference calls also add an element of reality to multi player games, either in console or PC formats. As revolutionary as multi player gaming is, it lacked this element of reality early on. Multi player video games began on the PC games as these lent themselves most easily to online play. In order for the players to communicate, however, they had to interrupt the action by typing in a chat box. Voice chat and conference calling were not yet fixtures in the gamer’s set of tools. The interruption of game play led to frustration and quickly limited communication during online games to quick instructions or questions between players.

Now, thanks to conference call technology, players can casually talk with each other at will. They could be discussing the game itself, as is often the case, or they may just as easily be discussing the movie they saw last week. Conference calls allow players to have conversations that are more fun, light, and sociable without interrupting or interfering with the game play in any way.

This enhances the overall experience considerably and keeps gamers coming back for more and more. The benefits of conference call technology extend to virtually every kind of multi player video game imaginable in either format. The biggest winner by far, however, are games that focus more on the social aspects of the experience. Sometimes these are merely chat room platforms that take advantage of video game technology to simulate direct interaction more closely. Others, such as Second Life, enhance the realism of the experience since conference calls allow players to hear each other’s real voices.

These developments seem to be an important step in the progression of realism in video game experiences, making an already-popular diversion even more interactive and interesting. Conference all technology has added a whole new dimension of fun and social connection the experience of playing video games.

What’s next? Whatever unfolds in the coming years as entertainment technology develops, conference call technology is sure to be at the heart of it, keep people connected and having fun all over the world.

Conference calls are becoming more and more popular, but sometimes they get a reputation for being long and unproductive, rather than helpful. Here are some tips for improving teamwork with conference calls and making them effective and efficient.

Set an Ending Time As Well As a Starting Time
Having a set schedule which includes a closing time will eliminate the dread which accompanies an open-ended meeting. It will also motivate people to be far more concise and to stick to the topics at hand. This will allow participants to look forward to the call, rather than thinking of it as the herald of a wasted day.

Another important point is to allow five minutes before actually starting to discuss business in the conference call. This will allow for people who don’t get connected right on time. Always remember to allow for realities such as this. It will prevent distractions when the call actually begins.

On the other hand, end the call right “on the dot.” People will be far more favorable about your conference calls if you cultivate a reputation for letting them go on with their day exactly on schedule. Make sure you are not the one who causes delays.

Only Include Those Who Really Need to Be There

Many of us have suffered through meetings which are mostly about other departments in an organization. Eliminate this boring waste of man-hours by only including those who really have a need to participate. Making sure the subject of a conference call is directly relevant to all present is key to ensuring their alert participation and goodwill towards the entire process.

Choose a Time Which Really Works for All Participants

It is not productive or beneficial to schedule a conference call for times when it’s the “middle of the night” for overseas employees, or even those on the opposite coast from the company headquarters. Remember, 7AM Eastern Time is 4AM Pacific, and it’s even worse when there are overseas participants. Employees dragged out of bed at 4AM are likely not going to contribute anything useful to a conversation. Schedule calls for times when everyone participating is truly awake.

Establish the Agenda, Objectives, and Ground Rules In Advance
Let participants know exactly what the conference call is supposed to accomplish. Give them the topics in advance, so all are able to collect any necessary information or materials they will need. Just like a physical meeting, unprepared participants are unlikely to be able to properly contribute.

If the conference call requires PIN numbers or other login information, be sure everyone has these credentials. Also be sure everyone knows the phone number they will need to call into. Send out several reminder emails to the entire list of participants. This way, everyone will have the info, but no one is put on the spot by having to ask for it.

With these simple tips for structuring a conference call, productivity of the calls should increase, and participants should become more eager to participate.

Conference call solutions provide an innovative way for large, small, and expanding organizations to communicate with multiple customers and clients instantaneously on a worldwide basis. This technology may sound like an expensive option, but many companies are using it to save on expenses and increase proficiency.

Businesses today are looking for ways to cut costs without jeopardizing customer/client communications. Although this cost savings trend can be largely attributed to the fluctuating economy, it’s ultimately leading to more efficient ways of communicating and doing business.

Voice over internet protocol (VOIP) has opened up the doors for businesses to communicate over the internet, which not only saves them on long distance charges, but also allows for video and audio conference calling between participants regardless of location.

With this technology, meetings can be conducted between two or more people in real time. Not only can participants collaborate with each other without ever having to leave the office, but documents can be shared between everyone in an instant.

Conference calling negates the need for organizations to send employees to distant locations for business meetings. This saves them on travel expenses, and because workers spend less time traveling and more time working, it increases company productivity as well.

Conference call solutions allows clients and customers to meet more frequently to discuss business matters. With this said, conferencing not only allows for cost savings and increased productivity, but it can also have a positive influence on the decision making process as well.

A recent report from Synergy Research Group indicated that the worldwide market for Collaborative Applications totaled $913.3 million in sales during the first quarter of 2009. While many customers are waiting for the economy to bounce back before making purchasing decisions, the conferencing industry has managed to increase revenues. Synergy Research notes that this growth in spending can be attributed to companies looking for technological solutions that have a short return on investment, and will increase employee efficiency.

Just because a business is looking to cut costs does not mean mean it needs to sacrifice customer/client communications, efficiency, ans productivity. Conference call technology will help a company to save money and remain successful at the same time.

Regardless of whether a company is very large and needs a provider that can supply moderators for conference call sessions, or an expanding business looking for a cost effective solution for communications that will increase employee effectiveness, there are teleconferencing providers available that can help them stay ahead of the game.