Category: web conference

Web Conference and Your Employee Onboarding Process

How to Use Web Conferences as Part of Your Employee Onboarding Process New hires have a lot to learn about your company, its culture, its policies, and processes, which is why onboarding is such a crucial part of the relationship. What if you could help ease those first day jitters with pre-employment web conferences? By incorporating web conferencing into your onboarding process, you can do just that. Use the tips below to get started. Start by scheduling a short web conference a few days before the new hire's first day. With our web conferencing solution, your new hires can participate from home or some other remote location using a simple web browser and an Internet connection. During this conference you can: o Give your new hires a warm welcome. They've already received and accepted your formal offer of employment and may have a few questions that have popped up since the last interview. For example, now that they're getting ready to come work for you, they may want to know more about the dress code or whom they should check in with on the first day of work. o Introduce them to their immediate supervisor or a few colleagues. Arrange to have a few key people join you in the web conference or visit you in your office while you're interacting with new hires. This doesn't need to be a long conversation, but rather an informal introduction so that your new employees will more comfortable. Instead of an office full of strangers, they'll encounter the friendly faces of people they've previously met. o Share documents. There's no reason why your new hires can't start filling out tax forms or reviewing your health insurance options beforehand. Some will be anxious to get started on that, so consider sharing those documents during your web conference. o Establish a culture of communication. If web conferencing is an important part of your organizational culture, onboarding your new hires via this method is a great way to introduce them to the concept. A note of caution: It's easy to go overboard. To ensure that this initial web conference doesn't overwhelm your new hires, keep it short and focused. Ten to fifteen minutes should be more than enough time to answer questions, share a few documents, and introduce a few colleagues. While you're at it, let your new hires know that appearing on camera is optional so that they don't feel pressured to dress up in order to participate. Many businesses use web conferencing as part of the recruitment process. Keep the momentum going by adding it to your onboarding process.How to Use Web Conferences as Part of Your Employee Onboarding Process

Web Conference and how new hires can learn about your company, its culture, its policies, and processes, which is why onboarding is such a crucial part of the relationship. What if you could help ease those first day jitters with pre-employment web conferences?

By incorporating web conferencing into your onboarding process, you can do just that.

Use the tips below to get started.

Start by scheduling a short web conference a few days before the new hire’s first day. With our web conferencing solution, your new hires can participate from home or some other remote location using a simple web browser and an Internet connection. During this conference you can:

• Give your new hires a warm welcome. They’ve already received and accepted your formal offer of employment and may have a few questions that have popped up since the last interview. For example, now that they’re getting ready to come work for you, they may want to know more about the dress code or whom they should check in with on the first day of work.

• Introduce them to their immediate supervisor or a few colleagues. Arrange to have a few key people join you in the web conference or visit you in your office while you’re interacting with new hires. This doesn’t need to be a long conversation, but rather an informal introduction so that your new employees will more comfortable. Instead of an office full of strangers, they’ll encounter the friendly faces of people they’ve previously met.

• Share documents. There’s no reason why your new hires can’t start filling out tax forms or reviewing your health insurance options beforehand. Some will be anxious to get started on that, so consider sharing those documents during your web conference.

• Establish a culture of communication. If web conferencing is an important part of your organizational culture, onboarding your new hires via this method is a great way to introduce them to the concept.

A note of caution: It’s easy to go overboard. To ensure that this initial web conference doesn’t overwhelm your new hires, keep it short and focused. Ten to fifteen minutes should be more than enough time to answer questions, share a few documents, and introduce a few colleagues.

While you’re at it, let your new hires know that appearing on camera is optional so that they don’t feel pressured to dress up in order to participate.

Many businesses use web conferencing as part of the recruitment process. Keep the momentum going by adding it to your onboarding process.

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How Web Conferencing Can Be Used for Event Planning

Depending on the size of the event, you may need an upgraded web conferencing plan such as our managed operator-assisted conferencing service.

Web Conferencing Event PlanningWeb Conferencing Event Planning

Planning events requires a great deal of coordination. Whether you’re part of an event planning committee or managing the details on your own, Web Conferencing Event Planning can bring everyone together for virtual meetings.

In fact, most people have everything they need to join web conferences in the palms of their hands — a smartphone.  Attendees can join using smartphones, laptops, desktops, and tablets. Voice-only access is also possible using a standard telephone.

Web conferencing may or may not be your main communication method as you plan your event. Whether using it frequently or as a supplement, you’ll find this method has several advantages over meeting in person:

  • Web conferences can be held at a moment’s notice. T
  • No one needs to travel to attend a meeting.
  • It’s easy to share files with the group.
  • There’s no special equipment needed.

Ways to Use Web Conferencing Event Planning

There are many ways you could use Web Conferencing Event Planning

Here are a few examples:

  • Committee meetings — In-person meetings make sense when the entire committee works in the same building, but this isn’t always the case. If your committee members are from different organizations, holding the occasional web conference can save everyone driving time and hassles. Plus, it’s nice to have a break from traditional meetings. Since everyone can attend from the comfort of their own homes, virtual meetings are more convenient. Likewise, you may have more flexibility as far as scheduling goes.
  • Crisis control — Web Conferencing Event Planning is especially helpful when there’s a crisis that needs to be resolved promptly. Rather than waiting until the entire committee can meet in person, you could hold a quick web conference to discuss the matter and brainstorm potential solutions.
  • Sharing information — Need to go over the catering menu, pick out centerpieces, finalize printed materials, or even review a YouTube video with others? Web conferences make it easy to share your screen so that everyone can see the same graphics simultaneously.
  • Meetings with vendors — Even if your committee can meet in person most of the time, chances are you’ll need to interact with external suppliers like disc jockeys, caterers, florists, banquet coordinators, and security providers. Web conferences can be used to get acquainted, clarify expectations, discuss logistics and concerns, share new information, and more.
  • Hosting the event itself — In addition to planning events, web conferences may even be the main event. Webinars and teleseminars are good examples of this. Depending on the size of the event, you may need an upgraded web conferencing plan such as our managed operator-assisted conferencing service.

Whether you’re involved with planning weddings, galas, mixers, charity golf tournaments, team-building retreats, seminars, conferences, trade shows, horse shows, sporting events, concerts, festivals, assemblies, civic events, or any other type of gathering, web conferencing is an excellent tool for communicating and planning.

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Web Conference Preparing Your Computer

Web Conference PreparationWeb Conference Preparations

Just as you’d tidy up the office and conference room before hosting VIPs in person, you’ll want to do the same for your web-based conference — especially if you plan on sharing your screen. As you prepare for your next web conference, take some time to prepare your computer for it too.

  1. Log in a couple hours early to make sure your web conferencing software is current. This will vary from one host to the next, but it’s not unusual for conferencing clients to prompt you to download the latest update when you sign in. Logging in a few hours before the scheduled time makes the update process less stressful than facing the uncertainty of a potentially long process right before the conference begins.
  1. Clean up your desktop before a web conference. Choose a professional-looking desktop wallpaper and clean up all those shortcuts. You could even create a separate desktop specifically for web conferencing. On a Mac, use Mission Control to create a new desktop. In Windows 10, you’ll use the Task View pane to create and switch between desktops. 
  1. Turn off desktop notifications. Turn off notifications to prevent incoming emails, text messages, and other alerts from interrupting your web conference or revealing information you’d rather keep to yourself. Remember, not only are the audible beeps and chimes potentially disruptive, if you’re sharing your screen, your audience will see the actual notifications that appear before you. 
  1. Exit out of unnecessary applications. Similarly, exit out of any open applications. While the apps are not likely to cause any interruptions on their own, you may inadvertently reveal a document in progress when tabbing through to another app. 
  1. Position your webcam. Log into to your web conference software and view yourself through the webcam before the conference. First, look at the background. Is there a bright window behind you? If so, the lighting may make you appear as a silhouette. You could either close the blinds or change the angle. You’ll also want to clear any background clutter. 

Before your web conference

Once you’re happy with the background, sit in front of the webcam as you would during the web conference. You may need to adjust the position or tilt of the monitor to better frame yourself. Raising or lowering your chair might also result in a more flattering, eye-level angel. 

  1. Test your sound and microphone. How will you be handling the audio portion of the call? Will you wear a headset, use the computer’s audio, or use a speakerphone? Whichever choice you make, go ahead and run a quick test.
  1. Gather your files. Open your presentation and load the first slide. If you plan on launching various files or sharing YouTube videos, make sure those are ready to go and easy to find. If you’ve made a custom desktop for your conference, you could add shortcuts to your materials right on the desktop.
  1. Log into your web conference early. Even though your computer’s ready, it’s still smart to sign in early. This gives you a chance to double check your audio and video as well as personally greet participants as they join the call.

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