Corporate Meeting Solutions: Cost-Cutting Tips

Are corporate meeting solutions for large enterprises worth the investment? What should you include in your software budget? Which features should you add to your shopping list? The right tools can help you reduce operational costs, enrich your employee development program, and improve customer relations. This guide has all the insider info you need to choose the ideal system in your price range.

What You’ll Find Inside This Guide

Corporate Meeting Solutions: Cost-Cutting Tips To Boost Remote Collaboration
Choose the best web conferencing solutions for your business without going over budget!

1. Popular Corporate Meeting Software Myths

Many organizations assume that video conferencing tools can only handle small crowds. Unless, of course, you’re hosting a full-fledged webinar (with a long guest list) and only the host gets screen time. However, modern corporate meeting solutions can handle large team meetings on a global scale. For example, there are 50 attendees and everyone has the chance to participate. The system simply scrolls through the webcams or only highlights the person who’s speaking. So, everyone has the chance to share updates and provide feedback during the event. Let’s recap some of the other corporate meeting solutions myths EVERY company should debunk today to reap the rewards of these versatile tools.

Too Costly To Implement

Another common corporate meeting solution myth is that it’s just too expensive for large organizations. After all, you have to invest in webcams, mics, and other hardware. And that doesn’t even include the software. The truth is that most participants can use their mobile devices for live events, which have all the hardware built in. Plus, many vendors have flexible pricing plans so that you can scale up or down based on your business requirements. For instance, you onboard 150 new staffers and need to upgrade to the next subscription level.

You Need Tech-Savvy Telecommuters

Most users know how to use basic video conferencing features, such as clicking on the link to attend a live event or clicking the “use computer audio” button. But does EVERY employee know how to use more advanced features, like screen sharing and recording? In reality, it all depends on the level of support you provide. For instance, you may need to send them links to video demos or tutorials. Or, kick things off with a live event that explores all the essentials so that they can ask questions.

Only For Remote Meetings

The limited functionality is a sticking point for many organizations. They assume that the video conferencing tool is only good for team meetings. So, will it really benefit their bottom line? However, the right corporate meeting solutions can help you improve your L&D strategy, boost external partner performance, and host customer training events. It’s not just for remote team meetings and manager conference calls.

Audio Conferencing Will Suffice

We’ve all experienced miscommunication issues with email or phone calls at one time or another. It’s because you can’t read the person’s facial expressions or mannerisms. So, audio conferencing won’t always suffice. In fact, using video conferencing solutions can build a better team dynamic because employees are able to communicate face-to-face. Nothing gets lost in translation. Another benefit is that they can share what’s on their screen to illustrate what they’re saying. Instead of trying to describe a visual, such as charts or graphs.

2. The Role of Video Conferencing Tools In Large Enterprises

The right corporate meeting software in large enterprises can help you bring everyone together under one virtual roof. You can host team meetings, foster social learning, and provide peer support. But enterprise video conference software fills other roles in your organization. For example, it helps you reduce employee turnover and give leaders a morale boost that trickles down to their teams. Many companies even launch corporate video conferencing for employee training and talent development. Here are just a few applications for meeting solutions in large enterprises.

1. Bring Global Team Members Together

Corporate meeting solutions give your team a virtual hot spot. Well, professionally speaking. It brings your global workforce together so that they can discuss important topics and keep everyone in the loop. As a result, you build a stronger sense of community and no one feels left out. You can even host weekly team meetings where employees assign tasks and provide project updates. For instance, this is the work they need to complete next week to meet the deadline.

2. Facilitate Knowledge Sharing

One of the standout perks of corporate video conferencing solutions is maximizing in-house talent. Your most valuable asset is employees with niche experience and skills, as they can set a positive example and share their personal expertise. The right tool can help you facilitate knowledge sharing on a global scale. For example, seasoned staffers can host live events to bring new hires up to speed or even impromptu chats with team leaders to highlight personal areas of improvement discreetly.

3. Host Remote Client Meetings

Many organizations have switched to online client meetings due to social distancing and everything else that comes with the “new normal.” Enterprise video conference tools let you schedule remote pitch sessions and feedback rounds. Clients can also meet with you to chat about their business needs and expectations before finalizing contracts. Some large organizations even make corporate video conferencing part of their support program. For instance, clients can book a virtual appointment with your IT expert to troubleshoot issues remotely. This is why it’s so essential to choose a user-friendly system. Every customer should be able to log in and attend meetings without tech headaches.

4. Provide JIT Peer Coaching

Peer coaching is another great way to foster knowledge sharing in a more targeted way. Identify your internal experts and ask if they’d like to host weekly group meetings. Then invite a few employees who can benefit from their insider know-how. As an example, this group centers on communication skills and customer service. Your top service employee is the coach who fields questions and helps their co-workers fill the gaps. Just make sure that everyone is a willing participant and that coaches have the time to take part. The most effective way to launch a JIT peer coaching program is to assess team talents then provide them with hosting info, like what’s expected of them and how frequently they need to meet with their groups.

5. Offer Managers Ongoing Support

Remote managers often feel like they’re going it alone because they don’t have an in-person support system. All the other team leaders are in their corners of the globe. However, conferencing tools are the ideal way to give them a morale boost and offer ongoing support. For instance, managers host a weekly meeting to discuss recent events and challenges. Maybe your sales team leader had a rough week due to difficult clients and low profit margins. They have the opportunity to speak their mind and get feedback from fellow managers. Chances are, someone can offer them a word of advice to help them overcome hurdles and become better team leaders.

6. Keep External Partners In The Know

External partners may feel disconnected from the team. They represent your brand in one capacity or another, but they aren’t full-time staffers. Enterprise video conference tools help them stay in touch with employees and share project updates. They can also use the system to conduct their own meetings. For instance, the regional sales rep has 10 partners on their team, and they host weekly meet-ups to discuss quotas. Or, maybe just to share insider tips and tricks to hit their targets. Another way that external partners can use the new conferencing software is to check in with clients, as well as host their own marketing events. For instance, a monthly customer training webinar or VIP events for loyal customers.

7. Reduce Absenteeism

Employees are more likely to clock in every day if there’s some form of accountability such as a quick morning meeting with team members to see what’s on the agenda or a weekly live event where they share progress updates and plan ahead. Above all, conferencing tools make employees feel like they’re part of a community instead of an outsider. This reduces absenteeism because everyone is in regular communication and there’s a virtual support network. As a result, you retain top performers and reduce new hire training expenses.

3. Creative Ways to Use Corporate Meeting Tools For Employee Development

One of the most common applications for video conferencing tools in large enterprises is team meet-ups. Everyone logs in at the appointed time to share project updates and discuss upcoming tasks. However, you can also use corporate meeting software for

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