Module :6

Benefits of Video Conferencing for Businesses

Companies of all sizes and in every industry are quickly adopting video conferencing as a
way to stay connected, increase productivity and cut costs in these difficult economic times.
As prices on conferencing equipment drop and the technology becomes easier to use video
conferencing is gradually becoming an efficient way for business to communicate with
employees, customers and sales prospects. Below are a few benefits of adopting video
conferencing as part of your everyday operations. :-

1. Increases Productivity

Most conferencing systems now have features that allow users to share and edit
documents, PowerPoint, Visio, etc., in real-time. The ability to easily share and collaborate
within various formats has added another dynamic to video communications previously not
possible. Decisions are made faster, products or services are brought to market quicker, and
your sales cycle can be reduced. These benefits help increase sales, improve operational
efficiency and allow businesses to stay ahead of their competitors.
2. Saves Money

An additional tangible benefit of video conferencing is businesses can start saving money by
reducing travel expenses. With a video link your employees can maintain relationships and
conduct business globally without increasing your carbon footprint or spending money on
airline fare, lodging and meals. Adopting a video conferencing program is a great way to
promote your company is “going green”!
3. Keeps Employees Connected

Video communication helps retain valuable employees who have to relocate or need to work
from home a few days. This definitely saves on costly retraining or recruiting fees associated
with hiring a new employee. It also allows those employees who are on the road a lot to
quickly keep track of new policies, developments and add insights to the day-to-day
operations. Being limited by geography is a thing of the past!
4. Improve and Maintain Business Relationships

Unlike traditional conference calls, emails or texts, a live video conference allows the
participants to see facial expressions and body language; meetings become a lot more
personal. Most video conferencing solutions offer recordings and storage solutions which
allows businesses to save and archive important online meetings. These recorded sessions can
also be used as future training tools or for compliance regulations.
5. Improve Work-Life Balance

Whether long distance or just overnight travel, excessive traveling can burn out employees
and put strain on their families. It’s common to have a flight delayed or even cancelled, and
traffic in most metropolitan areas is just as unpredictable. Video conferencing is more reliable
and ensures your meetings take place on time. Some of the more popular video conferencing
solutions are offered by Cisco WebEx, Tandberg, GoToMeeting and Polycom. Avoid the
headache and stress of planning the entire day to travel to a meeting and instead, just point
and click. Set up a video conference and give it a try! We think you’ll be pleasantly surprised
by how easy it can be.
Advantages of Teleconferencing

Teleconferencing among multiple participants in two or more locations is a strategic

communication tool deployed by many companies with multiple locations and dispersed
employees. Business cyclical shifts and economic downturns tend to see a rise in the use of
teleconferencing facilities. Used judiciously and strategically, teleconferencing can enhance
organizational productivity, engage employees at all levels and reduce travel budgets.

Reduces Travel
One of the most-apparent benefits of teleconferencing is reduced travel. Businesses with
multiple offices and federal governmental agencies with state offices can hold discussions,
share critical information and conduct other meetings with employees through
teleconferencing.

Saves Time
Teleconferencing frees up time for company executives to finish tasks and execute assigned
roles in their own locations or home bases. Time saved from reduced travel can be used more
productively.

Streamlines Costs
During economic downturns, teleconferencing sees a resurgence in popularity as an effective
communication and interaction tool. Companies report significant savings in travel and
human resource budgets.

Enhances Productivity
Teleconferencing allows dispersed employees to communicate with coworkers at
headquarters, conduct long-distance meetings and strategic discussions, and share grievances
and other human resource issues. Better employee engagement, understanding of roles and
effective use of time lead to enhanced productivity.

Short-Notice Scheduling
Teleconferencing systems and toll-free, dial-in access facilities make it possible for
companies to schedule short-notice or ad-hoc employee teleconferencing meetings or
discussions.

Cost Efficient
The teleconference cuts out the added expenses that would normally be associated with a
gathering that’s held in-person. The biggest expense, of course, is travel items such as airfare,
lodging, meals and ground transportation. Smaller expenses, including room rentals and
refreshments, also add up. Typically, a nominal equipment investment and a monthly fee are
all you’ll spend for your entire team to talk to one another any time it’s convenient for you.

Flexibility
There is flexibility in determining which type of teleconferencing is best for you and your
group. Options include video conferencing similar to a TV broadcast, computer conferencing
using printed materials shared through keyboard terminals and audio conferencing through a
telephone system.

The Use of Email in Business Communication

Email is widely used as a form of business communication and overall it is a highly effective
communication tool. Email is inexpensive, only requiring an Internet connection that is
generally already present in the business. Although a printout of emails is possible, emails
often stay as soft copies because archiving and retrieving email communications is easy to
do. From the CEO to the janitorial staff and even temporary employees of the business can
send and receive email communications.

Function
Although it cannot and should not replace all face-to-face communication and others forms of
communication, internal email usage can cover many areas within the business. Internal
emails can function as an effective communication for sharing basic information, such as new
cafeteria prices, paper use guidelines or security precautions, for example. Sending simple
messages to an entire workforce with just the click of a mouse is fast, easy, convenient and
can save the company money. If saved, the email can function as proof of a message sent or
received, and is easily accessible to remind the recipient of pertinent information. Many
businesses use email as part of its marketing efforts to share information with prospects,
customers, vendors.

Format
Business emails should be concise and to the point. Use plain text and common fonts with a
simple signature line. Fancy graphics, fonts, and backgrounds can take up unnecessary
storage space in the recipient’s inbox and may load slowly, or not at all. Stick to one topic in
a business email and write only the things that are appropriate for anyone to read, as email
forwarding makes it possible for originally unintended parties to receive the email. Proper
grammar and spelling is very important in business emails because it reflects on you and your
abilities. Attachments should be prepared in a format that any recipient can easily
access/download.

Etiquette
Whether sending an internal or external email, the subject line should accurately represent the
content of the email. Use proper punctuation and capitalization, and use bold, italics and
white space to make important information stand out from the rest of the content. Use a
salutation to begin the email and only send to individuals that readily need or request to
receive information from your business. Business emails should be brief, positive and
professional.
Considerations
Using email in business communication is certainly less personal than face-to-face
communication. It can hinder social interaction and lead to less relationship building in the
workplace. Misunderstandings are commonplace in written communication simply because
the recipient cannot read the writer’s tone and expression, and therefore is left to
interpretation. Consider that even though email can be quite informal, it is also a permanent
record and should be treated carefully.

Effects
Email has been revolutionary in the world of business communication because information is
quickly passed along with instantaneous efficiency and effectiveness. Employees are able to
access information from a computer, phone or PDA nearly anywhere, and so are the
company’s current and potential customers. The use of email within a business can greatly
increase productivity for employees and can be a quick way to increase sales as well. More
companies are using email communications as part of the marketing mix to communicate and
interact with its target markets.

LandlineTelephones
There are many types of telephones, and only you can decide which type(s) or combinations
of types are right for you. Even the standard telephone (landline) that is installed in your
office has many options. You should start with at least one line that is unique to your
business. This line should have the capability to take messages in case it is not answered
personally. Here are some telephone tips:

• It is important to treat the telephone as an important business tool. Record a voice

mail message that indicates when you will return the call and then continually check
your voice mail to return calls promptly.
• Have a separate line for your business phone and your personal phone. Don't have
family members pick up or use the business phone. Get any required extra telephone
lines installed before you start.
• A remote (voice mail) answering system is usually more desirable than using an
answering machine. Voice mail is reliable, reasonable in cost, accessible from
anywhere and projects a more business-like image.
• The need for an 800 number is becoming less important because long-distance rates
are much more affordable.
• Consider using either a wireless or corded headset for both landline phones and cell
phones. It is clearer, safer and you can move about with free arms.
 • When leaving phone messages, clearly state your name and phone number at the
beginning and the end of the message.
• Be polite in cell phone use! Good business courtesy includes avoiding being
interrupted by telephone calls when in a meeting or during a business lunch.

Cell Phones/Mobile Phones

The cell phone, also called a mobile phone, is used for mobile communications over a
cellular network of cell sites. There are numerous plans and carriers. Many carriers have
plans tailored for small businesses including options that bundle popular features and usage
patterns, making them very cost effective. Be sure to ask questions about your specific needs
before selecting a carrier and a plan.

When your usage or needs change, do not hesitate to request information on plans that more
closely meet your new set of requirements. Most cell phone companies allow you to return
the phone within 15 to 30 days after activation if you are not happy. Use this time to check if
the cell phone has acceptable reception at your home and work place. Basic cell phones are
offered free by many carriers for a specific length of time, usually two years. But be aware
there are hefty fees for canceling early.

Smartphones
Growth in demand for advanced mobile devices boasting powerful memory, larger screens,
and open operating systems has outpaced the rest of the mobile phone market for several
years. A smartphone is a cell phone offering advanced capabilities with computer-like
functionality. A smartphone incorporates advanced features like e-mail, Internet, and e-book
reader capabilities and include a full keyboard or an external keyboard. In other words, a
smartphone is a miniature computer that has phone capability.

Smartphones are also capable of text messaging and may include a camera and video
recorder. Some models are capable of "Push to Talk" which is a feature similar to a walkie-
talkie. Outside your office, a smartphone can become a valuable tool for e-mail, web
browsing and the ability to review and edit documents. Several models have global
positioning system (GPS) capability and many other available applications. The most popular
are the iPhone, Samsung, Blackberry, Droid and Google's Nexus. Each has different strengths
you will need to factor into your business needs.

Video and Web Conferencing

Video conferencing transmits and receives images and voice in real-time. Web conferencing
adds another dimension - it allows you to share documents and applications. For more details
on Webinar conferencing with customers visit Session 2 in the Business Expansion course.

Telepresence takes video and web conferencing to new levels. A telepresence conference
room includes ultra-high-definition video cameras, large screens displaying life-size images,
and spatially discrete audio to create an "in person" experience. Facial expressions for crucial
business discussions and negotiations can be discerned across the "virtual table."
Telepresence solutions can be deployed to support your business' need from one-on-one
conferencing in private offices to stadium seating for larger meetings.

All these solutions allow you to communicate as if you were face-to-face with customers
anywhere in the world. Time and money that would be spent on traveling can be used to
conduct meetings. You can share documents, make presentations and conduct meetings on
short notice. For example, without leaving your office, you can collaborate with employees
who work from home or from other company locations.

Social Networking Sites

A social network is a social structure made of individuals or organizations that are tied
together by common interests, often like a community. Internet-based social networking
occurs through a variety of websites that allow users to share content and interact with similar
interests. It has expanded to include a company's customers, celebrity's fans and a politician's
constituents. This has created a great opportunity for businesses to generate interaction with
present and potential customers through Web-based sites established for that purpose. To be
successful requires a steady effort and participation over time. With an ongoing commitment
of effort you can create a niche market through sites such as LinkedIn, Facebook and Twitter.
A note of caution on Internet social networking: once you put something out there it's hard to
take it back, so you have to be careful.

Online Chat Tools

Wikipedia describes chat tools best: "Online chat can refer to any kind of communication
over the Internet, but is primarily meant to refer to direct one-on-one chat or text-based group
chat using tools such as instant messengers." It is commonly used in place of email when
there is a need to communicate live. Chat tools can be used both for internal and external
communication and can be placed on a website so customers can talk to a customer service
person in real-time. Utilizing chat tools usually requires a free software download. There are
many options available including GoogleTalk and Skype. Features can vary from simple one-
on-one messaging to highly developed tools for group chat, file transfers, video and
document collaboration.

Fax Machines
The decision must be made as to whether to buy a stand alone fax machine or an "all-in-one"
model. All-in-ones function as a printer, scanner, copier and fax. (Not all models have the fax
or scanner capability). If you plan on sending and receiving lots of faxes you might consider
the stand-alone. For less frequent use the all-in-one can cost less. They are also compact and
more energy efficient. Consideration should be given to your budget and your space
constraints. Generally, the simpler the machine, the fewer problems you will have with it. If
your business will rely heavily on faxing, it is important to get as much memory as possible
to speed up the printing of documents.

Some phone vendors can provide you with a fax number that works with your e-mail system.
Receiving a fax works just like it does when the fax is being received by another machine but
you receive it as an attachment to an e-mail. This can be very handy for those who travel on a
frequent basis and are not always near a fax machine. Here are tips:

• Use a cover page that is appropriate for your company. Remember, this is an external
communication that reflects your business and your image.
• Use a separate dedicated phone line for your fax machine.

COMPUTERS

A computer is so affordable that it should be included as a key tool in your business.

Computers can be purchased for a wide range of prices. For basic word processing, e-mail,
accounting, and spreadsheet work, you will not require a top-of-the-line computer. While
what you buy today may soon become obsolete, this does not mean that the computer you
purchase will not meet your business requirements for a much longer period of time. The
following discussion will focus on the growing number of options that are available:

• Desktop
• Laptop
• Notebook (or netbook)
• Tablet
• Handheld

Desktops
This is the most common type of computer: one that is set up to operate in your office. The
computer system should include:

• A basic processing unit: either a PC (Personal Computer) or a Mac (Apple). PC's are
more common in usage and are lower in cost. Most businesses work in a PC format.
However, for many users and applications including graphic arts, the Mac enjoys very
steadfast supporters.
• A flat-panel monitor.
• Internet connectivity, a CD/DVD drive and USB ports.
• A printer. Laser printers cost more up front but are less expensive over the long run
when taking printing costs into account. If you have a small space to work with,
consider an all-in-one printer.
• Some type of backup storage should also be considered, such as a USB Flash Drive,
External Hard Drive or a writable CD or DVD.
• An antivirus program is essential. You can purchase one or use a free program;
however the free programs will not afford you as much security as the paid versions.

Laptops
A laptop computer offers portability with many of the features offered by a desktop which
make it ideal for meetings or if you travel frequently. Drawbacks for laptops include: they are
higher in price than desktops, have smaller keyboards and monitors and are subject to theft.
Traditional and wireless printers, keyboards and even the traditional mouse are options
available for laptops. If you travel and need computing capability, it is worth the extra
expense.
Notebooks and Netbooks
Since their recent appearance, netbooks have grown in size and features. At the same time,
notebooks have become smaller and lighter. The result is that for practical purposes we are
going to use the two words interchangeably since there is no longer a significant distinction
between them. They both can be described as rapidly evolving categories of small, light and
inexpensive laptop computers suited for general computing and accessing web-based
applications. They are gaining in popularity especially with students, bloggers, and even
some businesses.

While generally less expensive than laptops, manufacturers are starting to beef up notebooks,
which is increasing their cost. A caution: their compact size makes them attractive for
traveling but if you are considering one to save on the cost of a laptop, you probably will be
getting less memory and many do not have full applications or compatibility with your other
business applications.