What are the Advantages of Virtual Meeting Rooms?
Although relatively recent, the virtual meeting room system is now widely used by companies for remote work, it has many advantages, but also some disadvantages. Analysis of a promising service whose performance is increasingly powerful.
Today, it is possible to do everything from home, or almost. Since the start of the Covid-19 pandemic, this digitization of tasks has even accelerated. Many companies have had to adapt to a new lifestyle of the population, which consists in digitizing all the tasks that we are required to perform on a daily basis. Thanks to new technologies, the power of devices, and the speed of Internet connections, many activities are now easily possible from home, whereas they were not in the past.
Likewise, Covid-19 has forced many employees to adopt a new way of working: teleworking. It has taken an important place in our professional life and many workers have now adopted new habits related to teleworking all over the world. But who says working from home, also says attending meetings from home.
This is how meetings by interposed screens have largely developed, for the pleasure of teleworkers. We now speak of “virtual meeting rooms”. These rooms are accessible from applications developed by certain platforms and online software. These offer an even more efficient service and tend to recreate all aspects of real-world meeting rooms as well as possible.
Benefits of Virtual Meeting Rooms
The first advantage is the saving of time. We save precious time because we no longer need to travel between our workstation and the physical meeting room. In fact, in the offices of certain companies, certain employees are obliged to walk through several corridors and sometimes even to change buildings before reaching the meeting room. It can also become a waste of time when you have forgotten something in your office.
Also, depending on the type of meeting, some attendees are simply not in the same company and therefore have to travel several miles before arriving at the meeting. With online meeting room software, all we need to do is click a button, link, or icon to enter the meeting room.
The second advantage is being able to share data, documents, or virtual folders. Indeed, the majority of meeting rooms have a discussion space (a “chat”), where it is possible to send instant messages. If one of the participants wants to share a document, for example, there is no need to print it to distribute it to other participants or to want to project it on the big screen and face technical problems that waste our time.
Each participant is behind their screen, the online chat allows everyone to access the document instantly and to consult it all at the same time. Likewise, screen sharing is a simple operation to perform and allows you to share slides or data right now. For example, you can order meals from mobile applications and have them delivered to your home, or even do your shopping from your computer without having to face the crowd of shopping malls and all of this can be done comfortably from the sofa!
The third advantage is the possibility of using tools that allow you to analyze the performance of these virtual meetings. Because these meetings are organized through specialized online platforms, most of them offer to measure the performance data of these meetings. For example, you can see the number of participants, the duration of the meeting, the participants who speak, etc.
The Disadvantages of Virtual Meeting Rooms
The number one disadvantage of online meeting rooms is that you need a good internet connection and a good technical setup at home. What could be worse than dealing with technical issues like a pixelated image or a microphone not transmitting sound quality properly?
This kind of technical problem occurs more frequently when a large number of participants are joining the meeting or some of those participants are joining the meeting from internationally. When the company does not have an IT department or it must intervene remotely, this can cause complications.
The second drawback is the lack of social interaction. The screens that separate us in virtual meetings can become a drag when it comes to interacting with other members of the discussion. Indeed, it is less easy to speak or interact directly with colleagues. This may be due to the fact that body language is not fully transmitted to the camera and it can sometimes be difficult to interpret certain speeches. In addition, human relations are no longer as exciting as during meetings in the real world, especially during coffee breaks with colleagues for example.
How to Equip a Meeting Room for Videoconferencing?
Online platforms that offer this virtual meeting room creation service are increasingly sought after by businesses, schools, and other organizations. As a result, they must meet demand by increasing their performance. This translates into more options and functionalities, fewer technical problems and “crashes” as well as capacity building. Through their performance improvements, these platforms attempt to create an environment that increasingly resembles real meeting rooms.
In order to recreate the universe of real meeting rooms, virtual reality seems to be a significant avenue. Indeed, virtual reality headsets work on meeting room applications where participants can attend meetings that take place in rooms that resemble real meeting rooms in every way. There are large round tables, corporate decor, and even whiteboards so you can write on them (virtually).
Since the start of the Covid-19 pandemic, we have witnessed a real acceleration in the digitization of online services and company employees have had to adopt a profound change in their work habits. Telework is now widespread around the world and everything we do in the office should be able to be done just as smoothly and efficiently at home.
As a result, professional meetings must be able to take place via an interposed screen without hindrance or technical problems. This is a key issue for these virtual platforms and this sector is growing. We can imagine that in the future, virtual reality will immerse us in meeting rooms with all the decor and comfort of the real world.