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Scrap the Silo: Deliver with Dynamic Dialogue

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Discover how to get the most out of your virtual meetings with our best practice guide.

Silos are counterproductive, everyone knows that but how do you break them down, scrap them and deliver on your business goals? The answer? Dynamic dialogue. Using video conferencing and virtual meetings to ensure cross departmental collaboration and proactive communication.

Silos are bad for business, they create departmental divides and prevents the organisation from lining up to face the customer.To operate as a coherent whole, an organisation needs to communicate and feel like one.

One of the means open to companies wanting to tear these silos down is video conferencing, or virtual meetings. These add an extra closeness to otherwise sterile voice-only contacts resulting in an increasingly contented and engaged workforce and even boosting the reach of your marketing campaigns. There are techniques you can use to ensure your video calls are productive and these can be used as virtual meeting best practices.

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Scrap the Silo: Deliver with Dynamic Dialogue

  1. 1. Scrap the silo: Deliver with dynamic dialogue
  2. 2. Silos are bad for business, they create departmental divides and prevents the organisation from lining up to face the customer.To operate as a coherent whole, an organisation needs to communicate and feel like one. One of the means open to companies wanting to tear these silos down is video conferencing, or virtual meetings. These add an extra closeness to otherwise sterile voice-only contacts resulting in an increasingly contented and engaged workforce and even boosting the reach of your marketing campaigns. There are techniques you can use to ensure your video calls are productive and these can be used as virtual meeting best practices.
  3. 3. Planning an agenda
  4. 4. 70%of people would rather have a video conference than travel to a meeting. But before embracing this means of communication it is essential you first send an agenda via email.
  5. 5. Virtual meetings are shorter than the face to face variety so agenda-setting and other pre-meeting preparation is very important. Every second has to count. A comprehensive list of what is going to happen will enable you to cut to the chase.
  6. 6. Ensuring camera quality
  7. 7. Try to avoid using the camera that came with your laptop. It’s fine for keeping up with family and friends and that’s what it was designed for. But a more focused conversation going multiple ways should ideally happen with a better quality, higher resolution camera and good sound quality.
  8. 8. For longer virtual meetings, professional video conferencing suites are available. If you’re using a new set-up or working with your own equipment remotely, have a practice first. The level of your microphone and the angle of your camera will all affect your ability to communicate effectively.
  9. 9. Using UC options
  10. 10. Aim to use a comprehensive suite of unified communications options. A scheduled video call using isolated elements is one thing and can be very productive. 63%of companies have at least one UC app in the cloud, with web conferencing as the most widely adopted product.
  11. 11. An alternative is to start a virtual meeting using IM; add voice if required for additional collaboration or video if you want full engagement. Different types of collaboration tools can be used depending upon the requirement.
  12. 12. Encourage participation
  13. 13. Encourage people to participate. The reluctant quiet one in the corner in your regular meetings? They will be more likely to take part as it can be even easier to hide on a conference call, but that isn’t the case with video.
  14. 14. Set ground rules
  15. 15. Allow everyone an opportunity to speak but keep to the agenda - engagement will dwindle if the meeting runs for too long. If you’ve taken the advice about upgrading your camera and sound, assume others won’t – speak clearly to allow for their poor speakers or headset and encourage others to do so.
  16. 16. Speaking clearly might take some getting used to and even a little training if people aren’t used to speaking exaggeratedly clearly. Take full advantage of all the collaboration tools and techniques available to keep the team engaged.
  17. 17. The result will be an organisation with all the tools and best practices available for cross departmental collaboration. The large benefit of video conferencing and virtual meets is that team members or partners across time zones can be brought together using any device, from any location. It’s possible to record the proceedings in full and replay it or put it into an ongoing knowledge base to share with colleagues both current and in future. Now watch those silos start to break down.
  18. 18. Takeaways: Establish a strict agenda to make the most of the time you have. Ensure that everyone has accessibility and is aware of the ground rules of communication. Make use of Unified Communications to add any extra layer of successful interaction.
  19. 19. Discover how to stay informed and involved through technology by downloading: The connected business: Informed and involved deadline day decisions Download now Strategic Effective Flexible Generating a collaborative culture, how to build innovation in your enterpriseThe connected business: Informed and involved deadline day decisions The connected business: Strategic Effective Flexible Sources: http://blog.arkadin.com/en/now-you-see-me-now-you-see-me-the-ten-hidden-advantages-of-web-and-video-conferencing-in-creating-a-contented-workforce/ http://blog.arkadin.com/en/static-budget-mobile-marketing-improving-your-marketing-campaign-without-a-bigger-budget/ http://blog.pgi.com/2014/07/10-stats-video-conferencing/ http://searchunifiedcommunications.techtarget.com/feature/Top-10-UCC-news-highlights-reveal-2015-trends https://www.bluejeans.com/video-collaboration/video-conferencing-benefits-to-business

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