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5 Benefits Of Online Meetings

5 Benefits Of Online Meetings

Online meetings offer enhanced accessibility, time efficiency, cost savings, eco-friendliness, and improved collaboration.

Reducing Travel Time

Online meetings help remove the need to travel between meeting locations, saving employees around 2-3 hours per meeting. This time-saving leads to increased productivity, as employees are given the opportunity to spend their time effectively on other tasks. For example, according to the survey conducted by Global Workplace Analytics, remote workers save 40 minutes per day due to the avoidance of commuting. It amounts to up to 9 days saved per year in the time that would be spent otherwise on going to places of employment. Besides, no travel also implies a lower amount of carbon emissions and contributes to sustainability efforts.

Cost Savings

Conducting online meetings allows the organization to save up to 50% on travel and accommodation costs. These savings allow the companies to move the money towards: hiring of additional staff on other company needs, for example, a report by the Association for Talent Development states that businesses, on average, $11,000 per year on each employee that works remotely mostly due to the reduced travel expenses . Additionally, no physical meeting locations, like conference rooms, are needed to hold a meeting. Such venues are expensive to rent and maintain.

Enhanced Accessibility

Since online meetings do not require physical travel, they also break geographical bariers, meaning that any employee with the internet can attend a meeting. It typically leads to a 25% increase in attendance, since people cannot make the excuse regarding the location of the meeting, according to the same Harvard Business Review survey . For example, in a typical time when people were working in offices, less than half-percent of respondents indicated that an every day meeting was held away from the office, as the HBR survey reports . With online meetings, people cannot use a rationale that they are physically somewhere else working or completing another set of task.

Time Efficiency

Online meetings also lessen the time spent on meetings by about 30% . It allows more time at work without any major obstructions or delays. For example, the study on time management conducted by the Journal of Applied Psychology indicates that remote workers claim to focus on the task longer without the interruptions and the distractions that are associated with office work.

Simple Digital Engagement Tools

A variety of simple digital engagement tools promote online meetings. Owing to these tools that are easily used by participants and comfortable for all stakeholders, communication becomes more effective, and collaboration is enhanced. One of the tools used in almost all online meetings is screen sharing because it is easy to use and beneficial for participants varying in their roles during the meeting.

Screen Sharing

Screen sharing is one of the most commonly used digital engagement tools during online meetings as it allows the presenter to share their screen with the rest of the participants . In such a way, the beneficial elements previously limited to face-to-face meetings, such as the ability of the presenter to showcase their presentations and documents to those attending the meeting, can be used online. The tool makes all the actions performed on the screen of the presenters visible to others, which allows all participants to see all visuals and follow the presenter’s voice. The tool is also beneficial for purposes of collaboration when participants can work on documents or decisions synchronously.

Chat or Messaging

Chat or messaging is one of the additional tools simplifying the process of communication between participants in online meetings. General and private chats have already become an important part of various online meetings and can be used for sending a message rather than using a microphone, sharing links or comments, and engaging in quick interaction. This tool is beneficial for participants not willing to interrupt the speaker to ask a question, but it might also be used for sending the general notice, sharing essential links, or discussing some urgent issue without revealing it to all stakeholders. Additionally, interactions can be saved, which is necessary for recording essential decisions and discussions.

Virtual Whiteboard

Virtual whiteboard is one more tool replicating face-to-face meeting products. Different from the traditional whiteboard, the virtual whiteboard allows participants to make drawings for brainstorming, write on it, or draw diagrams and other visuals. This tool is interactive and is beneficial for all participants interested in providing inputs and ideas because the whiteboard on various topics can serve as the guide during online meetings. Additionally, the tool allows the drawing to be saved and then shared between participants.

Polls or Surveys

Polls or surveys can be used for collecting participants’ opinions and ideas, which they might present during online meetings. Generally, polls as a tool can be used either during online meetings to collect immediate but limited feedback or before or after the meeting to collect participants’ views on various issues or topics. The tool is inclusive and ensures the engagement of all stakeholders in the process of decision-making. Moreover, the data collected is later used to take into account all opinions and move to action.

Easy to Set Up

Online meetings could not be easier to set up – the minimal expense of time and effort on the part of the organizer is remarkable here. The process is perfectly streamlined, with no extraneous and nothing more of what is necessary.

User-Friendly Platforms

First of all, it should be noted that most online platforms have been created with user-friendliness firmly in mind. Many of them are perfectly streamlined and straightforward, such as Zoom and Microsoft Teams platforms. The former even has a highly useful step-by-step guide taking users through the process with the help of relevant tutorials. The process is seldom more complicated than simply going to the platform’s website, logging in, starting a new meeting, and inviting the relevant participants. Because of this, it is hardly necessary to consult any guide at all in most cases. These platforms are also very useful for people without any particular skills in videotelephony – as the user must have an account, they are taken through the process with the help of the simple and effective interface.

One-Click Access

It should also be noted that these platforms also make it easier for the participants. Once the organizer schedules the meeting, participants will almost always participate with no clicks at all and no need to set up the meeting on their side – for instance, some platforms require no installation. When the time comes to the join the meeting, the participant will receive a message of some kind and will always join the meeting by making exactly one click. This is highly convenient and allows meeting participants to concentrate on the subject rather than on the mechanics of setting up the meeting. With the help of cloud, access is also extremely easy, guaranteed from anywhere.

Pre-Configured Settings

Finally, it should be noted that the meetings are easy to configure not least because they come with pre-configured settings. For instance, a host might wish to switch the setting for the meeting to be always recorded or to have the option of having a virtual background . In both cases, no setup is necessary, just a single click.ombine with Calendar Integrations.

Meetings can be Easily Recorded

Online meetings have become highly popular due to the opportunity of simple recording and saving the valuable materials. Quick and easy recording is one of the biggest advantages of online meetings since it is convenient for productivity and ensures that the information remains recorded and saved.

Simple Recording

The difference between online meetings and face-to-face formats is the availability and simplicity of the recording feature. Online meeting platforms are typically equipped with record buttons through which the host can record the meeting . The host can record the whole meeting with a click of a button, including the audio, video, and shared screen presentation . For example, platforms such as Zoom or Microsoft Teams have simple recording applications that do not require additional downloading or learning of how to use a new platform. The simplicity of the recording function makes sharing notes and materials easy and motivates the host to record the meeting because time or additional instruments are not required.

Flexibility

Some online meeting platforms provide recording solutions that are more advanced and more convenient for participants. For instance, they can include automatic transcription or chapter markers . Therefore, some platforms can help the user navigate through the recorded file while the quality may vary for others. The host of the meeting will also have the opportunity to choose what part parts of the meeting to record and what information to keep. Therefore, the recording experience will be highly variable and will fit the goals of the meeting, or the preferences of the host or its participants.

Security

The information will be recorded and stored on the meeting platform’s cloud. The host will be able to access the notes at any time directly from the online platform: time-consuming downloading or recording on some other instruments is not necessary. Therefore, the information will be safe from being lost, since it requires special instruments for safety. The accessibility of the information to the cloud is easy . The online meeting platform will provide additional security such as encryption or only the meeting participants having access. Later recorded virtual meetings have a big potential to be a highly valuable resource for learners and organizations.

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Invite People from Around the World

Online meetings assist organizations in connecting with people globally. Global collaboration and engagement of people become mpossible with no changes in communication that online meetings can provide. The opportunity to interact with individuals who can be located far from the organization becomes possible due to online meetings. The features of online meetings allow one to establish organizational exchanges beyond traditional limits. This paper discusses the ability of online meetings to expand the organization to a global level, provide time zone flexibility, create cultural exchange, and save money.

Global Extension

Online meetings can help extend the operation of the organization beyond the incubation point, which usually ends with a certain state, region, or the country. The problems in the economy are increasingly requiring an increase in the level of organizations in order to overcome problems, so this is possible only with an expansion of their operation. This situation can be achieved through online meetings. Like a survey conducted by HBR , it shows that companies with diverse workforces are 45% more likely to report growth in market share over the previous year. So, online meetings with global employees become increasingly important.

Time Zone Tolerance

Online meetings provide an opportunity to discuss the necessary issues with employees whose time exception exceeds one with the time of the organization. It is worth noting that most employees prefer to bring online meetings together before large meetings or working together. As a survey by Owl Labs shows that 84% of remote employees want their work schedules to be as varied. In other words, employees want to hold meetings via Zoom or through other special programs at different times. Time zone tolerance means not having to worry about meeting coordination.

Cultural Exchange

During online meetings, especially if required to interact with a variety of people employed by the organization, organizations have the opportunity. A case in point is the use of online meetings by multinational companies to help these virtual and in-person meetings’ cultural differences . In other words, online meetings can create an environment of mutual respect during operations.

Ways to Save Money

The costs of the organization can be saved by people from different countries only through online meetings. These meetings themselves consume much less money than visiting another country. According to Global Work Analytics, for example, it can save an average of $11,000 per worker annually. So, online meetings can keep the money of an organization.

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