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Selec%ng the right tool for your virtual mee%ng Mor Sela, Principle Consultant www.Be=erCollabora%on.org www.Be=erCollabora%on.org ©2013 Be=er Collabora%on, all rights reserved 1

Selecting the right tool for virtual meeting - by Better Collaboration

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Page 1: Selecting the right tool for virtual meeting - by Better Collaboration

Selec%ng  the  right  tool  for  your  virtual  mee%ng  

Mor  Sela,  Principle  Consultant  www.Be=erCollabora%on.org  www.Be=erCollabora%on.org  

©2013  Be=er  Collabora%on,  all  rights  reserved     1  

Page 2: Selecting the right tool for virtual meeting - by Better Collaboration

Welcome  to  the  21st  century  

§  There  is  no  reason  to  have  audio-­‐only  conference  calls  anymore.  

§  Video-­‐enabled  conferencing  includes  the  op%on  for  quality  audio,  with  the  flexibility  to  share  applica%ons  and  view  each  other.  

©2013  Be=er  Collabora%on,  all  rights  reserved     2  

Page 3: Selecting the right tool for virtual meeting - by Better Collaboration

The  Value  of  Face  to  Face  Interac%on  

Face  to  face  interac%on  is  a  cri%cal  ingredient  for  fostering  rela%onship,    conveying  a  message  and  making  sure  it  adequacy  received.    

Face  to  Face  =  Engagement  

©2013  Be=er  Collabora%on,  all  rights  reserved     3  

Page 4: Selecting the right tool for virtual meeting - by Better Collaboration

Video/Visual  Collabora%on  Tools…  

allows  you  to  benefit  from  face-­‐to-­‐face  interac%on  and  work  more  efficiently  with  remote  co-­‐workers,  partners  and  customers…  whether  they're  on  a  different  floor  or  in  a  different  hemisphere.    

©2013  Be=er  Collabora%on,  all  rights  reserved     4  

Page 5: Selecting the right tool for virtual meeting - by Better Collaboration

So  many  tools  to  choose  from…*  

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*  Par%al  list  

Page 6: Selecting the right tool for virtual meeting - by Better Collaboration

Q:  Which  one  should  I  be  using?  

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Page 7: Selecting the right tool for virtual meeting - by Better Collaboration

A:  Depends…    

§  How  Many  Par9cipants?  

§  Is  everyone  part  of  the  same  organiza9on?    

§  What  type  of  sharing  is  required?  

§  Do  you  need  to  be  in  control  of  the  mee9ng?    

§  What’s  my  budget?    

§  What  devices  will  people  be  using  to  connect?    

§  Where  will  people  be  joining  from?    

§  How  frequently  do  you  meet?    

§  What  are  my  network  requirements?    

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Page 8: Selecting the right tool for virtual meeting - by Better Collaboration

How  Many  Par9cipants?  

Some  tools  can  show  up  to  5  video  steams,  others  9,  16,  and  even  25.  

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Page 9: Selecting the right tool for virtual meeting - by Better Collaboration

Is  everyone  part  of  the  same  organiza9on?  

If  all  par%cipants  are  internal,  you  may  want  to  use  a  tool  that  integrates  with  the  organiza%on’s  directory  and  presence  systems.    

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Page 10: Selecting the right tool for virtual meeting - by Better Collaboration

What  type  of  sharing  is  required?  

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For  example,  will  people  need  to  watch  a  video  at  the  same  %me?    Annotate  a  document?  Text  chat?  Not  all  tools  allow  it.    

Page 11: Selecting the right tool for virtual meeting - by Better Collaboration

What  devices  will  people  be  using  to  connect?    will  some  be  using  a  desktop?  Laptop?  Tablet?  Cell  phone?    Will  some  be  calling  from  a  conference  room?  Not  all  tools  are  great  in  suppor%ng  Android  devices  for  example.  

©2013  Be=er  Collabora%on,  all  rights  reserved     11  

Page 12: Selecting the right tool for virtual meeting - by Better Collaboration

Video  Collabora%on  Devices    (End  Points)  

High  Cost  

Room  System  

Low  Cost  

Personal  Device    (Desktop,  Laptop,  Tablet,  Smartphone)  

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Page 13: Selecting the right tool for virtual meeting - by Better Collaboration

Video  Collabora%on  Use  Cases  

Group  Mee%ng  Point  to  Point  

Room  System  

Webinar/Training  

Personal  Device    (Desktop,  Laptop,  Tablet,  Smartphone)  

©2013  Be=er  Collabora%on,  all  rights  reserved     13  

Page 14: Selecting the right tool for virtual meeting - by Better Collaboration

Solu%ons  by  Use  Case  &  Cost  

Group  Mee%ng  P2P  Call  

High  Cost  

Low  Cost  

Webinar  

*  Par%al  list  

©2013  Be=er  Collabora%on,  all  rights  reserved     14  

Page 15: Selecting the right tool for virtual meeting - by Better Collaboration

Adop%ng  New  technology  Can  Be  a  Pain  

Proper  Adop%on  planning  and  execu%on  will  make  the  difference  

©2013  Be=er  Collabora%on,  all  rights  reserved     15  

Page 16: Selecting the right tool for virtual meeting - by Better Collaboration

Adop%on  Plan  Ingredients  §  Iden9fy  key  team  members  and  execu9ves  who  will  play  an  integral  role  in  the  process.  

§  Develop  a  project  plan  and  clear,  measurable  success  metrics  so  the  implementa%on  stays  on  track.  

§  Conduct  on-­‐site  and  virtual  training  sessions  tailored  to  achieving  your  business  goals.  

§  Customize  promo9onal  materials  including  marke%ng  collateral,  internal  adver%sements,  user  guides  and  informa%onal  web  sites.  

§  Con9nually  measure  adop%on,  usage  and  ROI.  §  Provide  reports  with  quan%ta%ve  and  qualita%ve  metrics  relevant  to  the  stated  objec%ves  

©2013  Be=er  Collabora%on,  all  rights  reserved     16  

Page 17: Selecting the right tool for virtual meeting - by Better Collaboration

Management  Commitment  is  Key  

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Page 18: Selecting the right tool for virtual meeting - by Better Collaboration

About  Be=er  Collabora%on  

Helping  organiza%ons  maximize  produc%vity  and  efficiency  by  taking  full  advantage  of  visual  communica%on  &  collabora%on  tools  

Be=erCollabora%on.org  

©2013  Be=er  Collabora%on,  all  rights  reserved     18  

Page 19: Selecting the right tool for virtual meeting - by Better Collaboration

©2013  Be=er  Collabora%on,  all  rights  reserved     19