Online Meeting

Modern videoconferencing services are easy to use, and available to nearly anyone with a computer or smartphone. The ability to connect and meet with people online means we’re no longer limited by geographical location. Further- more, countless websites provide us with a wide variety of tools and resources for conducting meetings, planning and executing projects, and reducing the amount of printed paper traditionally needed to get things done.

The purpose of this guide is to introduce you to many of the popularly used, free, or relatively inexpensive, online resources and tools for holding meetings online and working collaboratively on projects, reports, presentations, docu- ments, and the like. I also provide tips and suggestions for how some resources are more useful than others, what you might consider as you make choices about which resources you need for your team or committee.

Keep in mind that while holding meetings using online videoconferencing can often save time and money, you still need to work within the limitations of videoconferencing. Additionally, holding meetings online still requires just as much meeting preparation as for traditional face-to-face meetings. In chapter 4 I provide a basic overview for prepar- ing for and conducting meetings. I also suggest books that go into more detail about this subject.

The guide is by no means comprehensive. As you research and try out different resources, you will gain a better sense of what your specific needs are for online meetings and project building.

In writing this guide I assume you have basic to intermediate understanding how to use a computer, navigate the Internet, and register for online services. I provide a basic overview of various online resources, and as you register on most sites you will see the developers of those sites do a pretty good job of providing step-by-step instructions for using their tools and services.

But before we get started exploring online meeting sites and resources, there are advantages and disadvantages to videoconferencing meetings–compared to traditional physical face-to-face meetings–you should consider when decid- ing the best options for meeting with your team, committee, or group.

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ONLINE MEETING GUIDE

Advantages of online meetings:

• Virtual meetings can be held with participants from across geographical regions, reducing travel costs.

• Online meetings are cost effective, allowing for members to share documents, websites, and other media via cloud services or over the Internet, reducing the need for paper agendas, re- ports and other documents.

• Online meetings can be recorded and archived for later review.

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