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PMOne Newsletter - German Puglia

This document discusses effective ways to connect with coworkers and clients without traveling, such as using videoconferencing technologies like WebEx. It provides tips for using videoconferencing successfully, such as preparing the environment, testing equipment beforehand, and being aware of each participant's resources to avoid technical issues. It also discusses alternative collaborative technologies like screen sharing and online meeting tools. Overall, the document offers guidance on choosing the right technology based on meeting needs and ensuring meetings are well-planned and inclusive of all participants regardless of location.

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Don Puglia
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78 views1 page

PMOne Newsletter - German Puglia

This document discusses effective ways to connect with coworkers and clients without traveling, such as using videoconferencing technologies like WebEx. It provides tips for using videoconferencing successfully, such as preparing the environment, testing equipment beforehand, and being aware of each participant's resources to avoid technical issues. It also discusses alternative collaborative technologies like screen sharing and online meeting tools. Overall, the document offers guidance on choosing the right technology based on meeting needs and ensuring meetings are well-planned and inclusive of all participants regardless of location.

Uploaded by

Don Puglia
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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PMOne

A newsletter for the Global Services Program & Project Management Community
Table of Contents:
How to Connect Effectively
with Co-Workers and Clients
When Travelling is not an
Option >
EMEA EPM2 Project
Management Methodology
GE PMO An Interview with
Sean Quirk, Program Manager
Slices of Success
Building PM Competencies
Learn from the Leaders
Project Manager Success
Defined
Cincinnati Sales Team Launches
$25 Million B.A.D. Program
GS Partner Shared Services
Expands P3 Program in EMEA
and Latin America
ASQC Expense Process and
Procedures
PROPEL Release 2 Moving
Closer to Go-Live
Americas Resource
Management in India CoE
Backlog Challenge and how we
Addressed it
Increasing the Customers
Perception of our Delivery
Capabilities Positioning our
Governance Skills
Central Division GSAP APMs
Position Themselves for
Success
Consulting Skills for
Professional Services Course
Useful Links

HOW TO CONNECT EFFECTIVELY WITH COWORKERS AND CLIENTS WHEN


TRAVELLING IS NOT AN OPTION
By: Germn Puglia, LA VSD

Collaborative technologies such as videoconferencing sometimes offer an alternative to travel. Not only it represents a
significant cost reduction for the company, but also it may shorten planning time, bringing colleagues together quickly and
effectively to achieve goals in the desired time target.
The main benefit of this technology is that the meeting will be much more personalized than just speaking over the phone or via
chat. But this does not mean that videoconferencing is always the best option for your meetings. If you are planning on using it,
make sure it is necessary and that you have the required resources to successfully execute it.
I would recommend this technology when you need to host a long meeting, such as trainings sessions. It is important that you
can be expressive and explicit; body language might be a core asset for succeeding in engaging your audience throughout the
hours and get your point across. Videoconference technologies are also a great option when a remote team is being built,
because the group members get to know each other, set face to face the ground rules for the future shared work, and it
anticipates the development of the trust that eventually will sustain their relationship. Jabber would be the right tool for these
EMC internal meetings, it is reliable, free and it can be used with CISCO Telepresence. But we also need to get together with our
clients. There is no doubt they deserve personalized attention, but if you have multiple clients you wont be able to just fly to
each location everytime an important meeting is being held. The effective use of WebEx Web Conferencing may most of the
times causes a positive impact as if you were at the same office with your client.
Use these technologies if you have the time to properly prepare the encounter, keep in mind that you will need at least 30 extra
minutes before the meeting starts to test the tools and set the right environment for the videoconference. Take a look around
and remove undesired objects off the background, and avoid wearing stripped outfit; the effect of it in digital will kill the vision
of the attendees.
Keep in mind that not every meeting becomes more successful by adding video. I would not recommend this technology if you
or any of the participants does not count with the necessary resources, such as good connectivity performance. Voice/image
break ups, or delays may actually constitute a distractive element for the audience. If you just need to get quick confirmations
or comments and visual aid does not add value, you may just make a call to expedite these tasks.
Please do not use this option if you cannot access the videoconferencing technologies that are in compliance with our company
policies. If you use alternative tools not approved by our company you may be responsible for a security breach. This issue has
great importance and needs to be addressed even if you think the alternative technology is reliable or that the information you
are sharing has low impact.
If you understand now that videoconferencing is not the right option for your meeting, here you may find some alternative
technologies that will contribute to make your presentation dynamic and collaborative:
When hosting a web conference you may share your screen and actively update the project status with the contributions of the
team, or build the MOM tracker along with the participants. Just share the application you are using, and not the whole desktop
of your computer. This may prevent from unwillingly sharing information that is intended to you only. Always try to avoid for
Outlook or OC messages to pop up in the middle of the presentation, even if they do not contain sensitive information, they
may distract your audience and yourself.
There are a few rules that apply for successful meetings, with independence of the technology you elect to use: Always try to
design and share your meeting agenda, estimate the time it will take, make sure you are ready, this also means that the tools to
be used during the meeting have been successfully tested prior to the encounter. Distribute handouts, try to find a noise-free
space for your meeting, always mute your device when you are not speaking and avoid using your cell phone because reception
sometimes is just no good. Determine the audience and get them to participate and ask questions accordingly; consider the
various time zones of the participants and set up multiple sessions or rebroadcast your presentation to accommodate
everybody; if multiple locations are involved, be patient, respectful and collaborative when a language barrier is taking place.
We need to be committed to optimizing time and resources. There are multiple ways to effectively avoid long, repetitive and
expensive trips that keep us away from home. Here we have presented an analysis of the most popular options to get together
with colleagues and clients without travelling; it is up to you now to find the most suitable channel to succeed each time you
host a meeting.

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