When Web Collaboration Does and Doesn't Work

Web collaboration offers us the unique opportunity to instantly collaborate with colleagues through the web regardless of our location (so long as we have an Internet connection). Time and cost saving is rapidly becoming more important within the working environment. An increasingly popular solution is a web collaboration tool. Whilst such a tool is useful and convenient it may not work in all situations. It is important we know when it is best to use such tools and when we should be looking to use different methods for our meetings.

Firstly, we don't feel that a web meeting tool should replace every meeting you are going to have. The functionality of a web meeting tool can and will give you the same functionality and capabilities as you would have in a face-to-face meeting. A web meeting tools provides you with audio and video whilst being able to collaborate on documents in real time.

When do web meetings work well?

Like everything, there is a time and place. We want you to make the most of the tool to ensure meetings are as effective as they can be. To make the most of an online meeting is to know when an online meeting should be used.

The first time a web meeting can be used is in the initial meeting to discuss tasks and decide what is necessary. Each team member can introduce themselves and outline what they feel should be accomplished throughout the project or task. A web meeting is also particularly useful at this stage for sales person to ensure they can clarify the needs of the customer. Clarifying the needs will determine whether commuting to a face-to-face meeting would be worthwhile.

From time to time we are required to attend a meeting in a different country or a different continent. A web meeting tool will eliminate the need to visit the airport and board a plane. You can instantly handle any queries and discussions directly through your browser using WebRTC. In turn, this ensures you are available for other meetings or tasks, which may not have been possible, were you to commute for overseas meetings.

A web meeting tool provides additional tools to help meeting attendees work off the same page and directly collaborate on these documents. In addition, you can assign tasks and reach agreements on milestones and tasks instantly. All of this information is recorded within the meeting and without the need for an attendee to write down the meeting notes. These tasks can be followed up and referred to at a later stage when the project is under review.

Knowing when not to use a web meeting is equally important to know when best to avoid a web meeting tool.

When not to use a web meeting

A web meeting tool is not there to replace every meeting you will have. It can be easy to revert to technology for all your communication. However, we still recommend meeting your colleagues or potential partners in a face-to-face scenario. For example, we would not recommend using a web meeting tool for members within the same building or office. It is good to communicate face to face where possible and convenient for all involved. The second scenario we would recommend not using a web meeting tool would be when making significant agreements on projects or assessing monumental milestones with colleagues (who are within a reasonable commuting distance).

A web meeting tool will greatly enhance your decision making process by not only speeding up the process but also making it more cost effective. Removing the need for commuting or printing out documents will ensure you also consider your carbon footprint and costs incurred.

Do you use a web meeting tool in alternative circumstances? Or are there circumstances you choose to avoid using a web meeting tool?

Laurence Chandler is the Marketing Manager at Drum Web Meetings who regularly shares his thoughts on the industry and WebRTC developments. He is more than happy to be contacted to discuss the industry in more depth. Drum Web Meetings is a tool designed using WebRTC to communicate within your browser.