Equipment, Tools and Other Requirements of Electronic Meetings
Actually, it’s not as difficult as others imagine but it does require additional capital costs, since the host has to set up the meeting room with the right Internet connection and the right equipment. The latter includes routers, Ethernet cables, adapters, power plugs, web-cameras and headsets that are suitable to the type of link and number of users expected.
The employers assume the role of the host; therefore, they have the prerogative to choose whether to purchase and install software or use a web-based software application.
- In using the meeting-productivity software, the participants have to download the host’s program in their individual PCs or laptops in order to be taken directly to the session being held by the host. However, one of its drawbacks is that some PCs do not have enough capacity to install an additional desktop tool.
Some programs have limitations for local networking only, which might not suit the purpose of entities that have off-site or remotely located participants. The bottom line is that in choosing software to manage paperless meetings, the features have to conform to the entire organization’s requirements and capabilities.
Hence it is important that there must be a careful review of the software, because not all versions have the same features. The latest, of course, is often more sophisticated, since the functionalities it provides are more attuned to the newest business innovations and applications.
- In such a case, a web-based software application provided by a network service provider would be the better choice. That way, the only requirements that participants have to consider is a high-speed Internet connection and compatible operating systems like Windows® 7, Vista, XP or 2003, or Mac OS® X 10.4.11 (Tiger®) or higher.
Nonetheless, this type of paperless meeting also runs the risks of having their data security and privacy breached. Thus, it is important that the company employ a competent IT to review the features, offers and credentials of the external network service provider.
Please proceed to page 2 for more information about the other requiremetns of paperless meetings.
Image Credit: Both images of this video Conference control booth are by Duncan Underwood/Wikimedia Commons