3. Using Effective Practices and Technologies in Virtual Meetings

Global expansion has led to the rise of virtual meetings instead of face-to-face meetings. Virtual meetings are real-time gatherings of dispersed participants who connect with communication technology such as telephones and Internet videoconferences.

Consider the following scenario, and identify what managers should or should not do to make the meeting more successful.

Lindsay is training two new sales representatives, Lance and Ayden, to use the revised client-tracking database, which has been updated and improved. Lindsay is sharing her desktop to walk them through the steps of inputting new client information. Lindsay is in Indianapolis, Lance is in Boston, and Ayden is in Phoenix.

In order to make the meeting more successful, Lindsay should: Check all that apply.

(A)Be sure that Lance and Ayden know how to connect to Lindsays desktop.

(B)Explain how questions should be asked and answered.

(C)Expect to review meeting content due to the limitations of virtual technology.

(D)Frequently ask Lance and Ayden if what she is saying makes sense.

Virtual meetings are most successful when premeeting issues are addressed, ground rules are followed, participants collaborate effectively, and the meeting is ended properly.

Which of the following practices are important when collaborating in a virtual meeting? Check all that apply.

(A)Recap and summarize often.

(B)Use precise language.

(C)Allow only the leader to speak.

(D)Use roundtable discussions.

Learning to manage virtual meetings will be as important to your career as learning to manage face-to-face meetings.

Consider the following scenario, and determine what advice you would give to Mariana.

Mariana is a regional manager for a company that sells consumer paper products. She manages 12 sales representatives in her region. The sales reps all meet face-to-face at the beginning of each quarter, and they meet virtually each Monday. Last month, the company upgraded their Web conferencing system to include videoconferencing through smartphones. Mariana would like to use the smartphone conferencing application for her weekly meetings because her sales reps are often traveling and dont always have an Internet connection for videoconferencing.

What should Mariana do before she switches to using the smartphone videoconferencing tool to hold weekly sales meetings?

(A) Be sure all of her sales reps know how to use the technology.

(B) Ask her sales reps for permission to make the switch.

(C) Call the support hotline for the Web conferencing system to ensure that there is enough bandwidth to place a call.