Are Video Calls Changing the Etiquette and Protocol of the Business Meeting?

Video calls are becoming so sophisticated now that the need for physical meetings in companies has been nearly eliminated from the vocabulary. Here at Batipi, we offer hosted teleconferencing services that allows you to confer with anyone around the world thanks to our cloud infrastructure & Vidyo technology. In fact, you can hold meetings while on the go and teleconference on your smartphone or tablet in perfect clarity.

But while you're still physically seen through our video call service, what should you ultimately wear when talking with an important business associate? And should the setting where you hold your teleconference be in a conservative location? There might be acceptance now of being seen in places unimaginable a few years ago.

What Should You Wear During a Video Call?

There may be a tendency to want to dress more casually, depending on the work environment of a particular company. What happens, though, if you hold an important business meeting on Vidyo and those associates are wearing suits? It's probably a good idea to at least dress up a little so you're not caught wearing t-shirts and shorts during an important business deal.

Regardless, you should obviously look into the style of that other company and see what their general clothing choices are before making a decision.

As far as the differences between the genders, Radvision found in studies that women are more apt to dress in business attire than men. Males who get away with shorts in teleconferencing should take heed.

What's the Best Location for a Video Call?

It might seem incomprehensible that 10% of employees polled in the above Radvision study say that the bathroom is an acceptable place to be seen during a teleconference. While that might show that the acceptance of comfort has hit a high point in the video meeting format, should that really become the standard?                                                   

A better setting might be teleconferencing by a pool that was deemed acceptable by 35% of those studied. In fact, a relaxed pool setting could possibly help in closing a business deal to show that business doesn't have to be so buttoned down. The good news about video calls is any kind of setting can ultimately be altered by merely moving to a certain location in the room or setting up a particular backdrop.

Even if the bathroom ultimately becomes an acceptable part of video call protocol, it's unlikely someone will show a certain amenity in that bathroom as part of their physical background.


 

Video Conferencing: A Good Way to Keep Your Meeting from Having a Giant Footprint

carbon-foot-print.jpg

Leaving a large footprint wouldn't be a bad thing if you were Robert Wadlow, the Giant of Illinois. When you're 8' 11.1" tall with a foot that's 17 inches long and a shoe size of 37AA, it's kind of expected.  Just ask the world's tallest living man and the man who currently holds the record for having the largest foot. They'll tell you.

But as everyone knows, the footprints humans leave behind and the ones businesses leave behind are two different things. Both may leave impressions on the Earth, but only one will vanish without leaving a trace. The other can leave traces that will last a lifetime. Because of that, many businesses today are looking for ways they can make their footprints smaller; and one of the ways they're finding is with video conferencing.

Video conferencing is exactly what it sounds like - holding a conference via video options with attendees being in various locations instead of face-to-face in one place. Many businesses are finding that using this method for some of their meetings not only saves them money, but makes them more eco-friendly as well. How? Well, let's take a look and see.

Fewer Carbon Emissions

According to one study, a conference can be responsible for creating more than a ton of carbon dioxide per attendee. How? Between the fossil fuel used to fly the plane that brought the attendee, the fossil fuel used for the attendee to get to and from the airport and around town, and the fossil fuel used to create the electricity for the attendee's hotel room - let's just say it all adds up quickly. Obviously, with a video conference, the need for so much travel is eliminated. The result? The meeting's footprint begins to shrink. 

Less Waste for the Landfill

According to some statistics, the paper making industry around the world uses about 4 billion trees each year with every person in the United States using 749 lbs of it. A lot of that paper eventually winds up in landfills. Traditional conferences are often a part of that scene. Papers get printed and used for a bit and then get thrown away at the end or when the attendee gets home. A video conference eliminates some of those paper needs, meaning less trash for the landfill and a need for a few less trees to be cut. The result? The meeting's footprint shrinks even more. 

More Involvement with Green

Eco-friendly factors like fewer carbon emissions and less waste may be the biggest and most direct green advantages to video conferencing, but they aren't the only ones. Less travel and fewer printouts also mean less money being spent overall on the conference. How is that green? Well, less money spent on a conference means more money available for making the company greener. Efforts here could offset the conference's remaining footprint even more. The result? A footprint that so small, you might need a magnifying glass to see it.

 

U.S. Government Seeks to Save $15 Billion With Video Conferencing

Video conferencing has many benefits, not the least of which is economical. As travel costs rise and travel budgets tighten, many in business have moved toward online, real-time communication tools. According to The Business of Federal Technology, it appears that the U.S. government may be following suit. This July, the U.S. House of Representatives introduced legislation that would potentially cut $15 billion in travel expenses incurred annually by federal agencies through the increased use of videoconferencing.

The bill, titled "Cut the Waste, Stay in Place Act of 2013," and introduced by Rep. Michael Fitzpatrick, (R-Pa.), would call on the director of the Office of Management and Budget to develop a plan to reduce the federal government’s travel expenditures by as much as 50 percent by 2017. 

Specifically, the bill calls on the use of video conferencing to achieve a significant budget cut. Writers of the bill claim the following three benefits to adopting this new measure:

  1. Video conferencing has been under-utilized thus far, and therefore its full potential has not been completely realized.
  2. The move from hardware-based software to browser-based software makes video conferencing technology less expensive and more accessible to more parties.
  3. Video conferencing enhances communication, improves problem-solving, reduces carbon footprints, facilitates better collaboration, and shortens project time periods, among many other benefits.

This new bill builds on previous orders issued via the Telework Enhancement Act of 2010, which already calls for agencies to reduce travel expenditures by 30 percent compared to 2010 levels. Under the umbrella of previous initiatives, many agencies have already made motions toward collaborative technology.

NASA is one such agency. It saved $21 million in fiscal 2012 by replacing travel with video conferencing when it was possible. The Naval Safety & Environmental Training Center has successfully used video conferencing for better training programs--providing video-based education to over 10,000 government civilians and Navy personnel all over the world. The Center also adapted its mission-critical U.S. Navy Safety Professional Development, replacing its San Diego conference with a video broadcast. This adaptation reduced a potential $1.5 million travel tab to less than $100,000.

The budget saving advantages of video conferencing are undeniable, and the U.S. government agrees. Real-time communication benefits are realized while maintaining a responsible hold on expenditures.

Companies Drop Email in Favor of Direct Communication Tools

According to CBC News, Italian sports car maker Ferrari delivered an eyebrow raising directive to their employees earlier this month: Sending the same email to more than three in-house recipients is no longer allowed. In the message sent to its employees, Ferrari cited time wastage and inefficiency as the impetus behind the new order. It stated:

The injudicious sending of emails with dozens of recipients often on subjects with no relevance to most of the latter is one of the main causes of time wastage and inefficiency in the average working day in business.

Simply stated, the email regulation encourages employees to talk more and write less

Ferrari is not the only company to recognize the importance of direct communication and restructure the workplace to facilitate it. Atos, a global technology firm, announced a zero email initiative in 2011 with plans to phase out email--and adopt replacement tools such as video conferencing--completely by 2014. Atos chief executive, Thierry Breton, had estimated that barely 10% of the 200 internal emails employees received per day were useful. In fact, Breton likened email to "pollution" in an otherwise productive day. 

Less typing means more talking!

Less typing means more talking!

In a March 2013 update on the changes, The Connected Business reported ongoing and significant success. Since 2011, Atos employees have trimmed email and adopted more cloud-based collaboration tools that facilitate real-time communication. The IT firm expects to see complete obsoletion of internal emails by the end of 2013, with the eventual goal of zero emails--internal and external--in 2014.

The move away from email and toward more collaborative communication technology started much earlier. Consider a study published by Wainhouse Research in 2005, The Business Case for Video Conferencing. In this study, authors Andrew W. Davis and Ira M. Weinstein stated that although email had at one time been an important technological development and served its users well, by 2005, it had become so day-to-day that it was bothersome. Everyone used email for everything, whether it was of value or not. The study suggests, even eight years ago, that a natural evolution was nudging us away from email toward more advanced real-time communication technology.

The authors of the Wainhouse study reported what we, Atos, and Ferrari know now: that real-time communication like video conferencing, cuts email clutter, increases productivity, improves problem solving, and adds purpose to our interactions. The trend will only continue. Are you on board with the right tools?

Video Conferencing: Guaranteed to Save You Time and Money!!!

“I want a driveway so long you couldn’t see the end of it even if you were 26.1 miles into running a marathon on it. But why would you run? That’s why my clone will have invented teleportation.
”  ― Jarod KintzThis Book Has No Title

Networking with a variety of companies is said to be diverse, but meetings, interviews, and conferences in various locations and at different times can become very overwhelming. For a moment you may just need to close your eyes and imagine how convenient the future would be for the business  professional; entrepreneur, or the small business owner, to show up in a timely manner to  all relevant business functions; a startup event, a workshop, or a private monthly meeting, through teleporting.

Presently, we are not in the future. But video conferencing can get you set up in a meeting with colleagues, and other business associates, in a professional fashion. As pretentious as teleportation may sound right now; telepresence  allows  communication by simultaneous two-way video and audio transmissions. Depending on the provider of this telecommunication service, video conferencing is available at anytime in a high definition video resolution.  Moreover, you can know expect immersive communication similar to your experiences during an in-person meeting. Guaranteed is less travel, as well as creating and maintaining competitive advantages; once investing in video conferencing. The business must disperse at some point, as it expands, and also increase its productivity. There is really no need to depend on non verbal visual cues through phone, e-mail, instant messaging (IM), or other work applications; you and the participant(s) in the meeting are focused now more on the conversation because you can be seen and heard.

So while scientists continue to work on breaking down the technical side of teleportation, we have communication tools available today that can put us in more then one place at one time.  Phone and email may not be a substitute for business travel requirements, however, video conferencing now offers are true alternative to in person meetings.  A best practice that could allow you to run your business more lean and improve communication internally and with clients. 

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