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So why would virtual meetings be an asset when managing strata?
This can be answered from both a manager’s and a committee’s perspective:

   

The main challenges faced by a strata manager when considering the use of virtual meetings are: technical, audio and flow which are all summarised in the following diagram:

Each of these challenges is important to address to ensure the technology used is convenient and does not cause unnecessary frustration for users. Already there are many strata management businesses that are using virtual meetings in varying degrees so this information will hopefully help in choosing the best option for your committees.

The following diagram gives a summary of the current technology available today from simple technology to more sophisticated with a glimpse into the future in the final block.

Audio Telephone
This technology is decades old and consists of two parts; phone hardware and a teleconference service. While many handsets and desk phones include speaker functionality a proper conference phone, such as those offered by Polycom will provide the best results. Conference services themselves are available from Telstra or other parties on a pay per minute basis and will usually include 1300 or 1800 numbers.This technology is quick and easy, extremely stable and relatively cheap but does lack that visual component which may create some level of misunderstanding in discussions.

Audio VoIP
VoIP has driven down the cost of calling long distance to virtually free. VoIP applications such as Skype or Google Hangouts have matured and are widely used. Again this type of virtual meeting is relatively low in cost; the system is ubiquitous and familiar plus has good functionality. The downside again is the lack of visual cues, the potential connection issues, the requirement for a medium speed internet connection, sound quality and microphones which are only one-directional and therefore may not pick up all conversations.

Audio – Video
Most VoIP applications now include the ability to stream one or more cameras so you have the visual cue along with the audio which makes communicating more effective. However, connection drop outs and bandwidth issues often inhibit effectiveness.The positives for this type of virtual meeting are the addition of visual cues, the ability to share materials, the ease of seeing who is talking at any given time plus the ability to build rapport. The negatives however are the limit on the number of participants, the requirement of a fast and stable connection, the actual time taken to connect plus if there are several people in one room, the camera may not be able to capture all people. However, if you are able to resolve these issues this is definitely a step-up from audio only.

Multi-media
Most multi-media solutions provide additional features for sharing screens, videos, etc. This solution does however increase reliance on the internet and technology plus generally requires the client to install some kind of flash application.Examples of current multi-media solutions are Webex and GoToMeeting (Citrix) which are available on subscription.

The positives of this solution are definitely the sophistication of the technology, the ability to allow for better engagement with participants, better scheduling and sign-up options plus full support when something does go wrong. The downside for this extra service however is the subscription costs (starting at $65 per month), the requirement for a fast and stable connection, the time taken to set up and again, the camera not being able to capture all participants.

Google Hang-outs On Air is one more step above this and is currently available.  You are able to:

• • share files and live chat
• • share screens
• • schedule events
• • record on YouTube for future reference plus for those who were unable to attend
• • include up to 10 remote active participants – which you can direct for camera and screen sharing options
• • include unlimited viewers

Recognising all of the options currently available you need to determine which the best solution is for you.
To plan for your virtual meeting you should follow these steps:

1. 1. Establish costs and charging: Measure your real costs, mark up if necessary and then put proper mechanisms in place to advise clients in advance and then bill them post meeting. In Strata, this should include listing costs on agreements where applicable.
2. 2. Create conduct guidelines: Creating a set of guidelines for virtual and present participants can greatly improve the success of virtual meetings. This would include things such as muting your microphone when not talking to eliminate background noise and saying your name prior to talking so that people can identify you.
3. 3. Setup and test hardware/software: After investigating your virtual meeting options it’s important to thoroughly test each solution prior to using it in a live client meeting.
4. 4. Create a fall back plan: It is highly recommended to have a fall back plan already in place before you run a virtual meeting. This could be as simple as having a phone at the ready with a number to call if participants are finding the method of communication not working.
5. 5. Document: Create a document that covers all of the above including costs, guidelines, connection instructions and back up plans. This document can be issued to participants in advance of the meeting.

Once in the meeting consider the following points to ensure the meeting runs smoothly and reaches the objectives you wish to achieve:

1. 1. Start early: Virtual participants should always be advised to arrive five to ten minutes early to insure that there are not hiccups at the beginning of the call.
2. 2. Encourage and include: Throughout the virtual meeting it is important to pause and invite virtual participants to contribute. It can sometimes be difficult for them to insert themselves in a conversation without being physically present.
3. 3. Monitor efficacy: As the chair of the meeting you should keep a close eye on how the virtual aspect of the meeting is going and be ready to introduce the fall back plan.
4. 4. Feedback: After each virtual meeting it is a good idea to ask people for feedback, both virtual and physical participants. Continual improvement of your meetings will lead to quicker and more effective meetings in the long term.

So where is the future leading when we talk about virtual meetings? Here is just a snapshot of some of the technologies which will take virtual meetings to the next level where everyone will be able to take advantage of this new technology.

5G networks will redefine our connectivity with much better stability and speeds, hundreds of times quicker than today. With the problems of connectivity solved the options for virtual meetings will improve considerably.

Virtual reality and augmented reality have already hit the consumer market with the Samsung Gear VR released in late 2014 and the Microsoft Hololens coming out later this year. Click here to see more about Microsoft’s ground breaking technology and see how it can change the future. 

With these new innovations the idea of a Virtual Reality Meeting will move from being science fiction to science fact. The concept has already been pushing the boundaries with an innovate company Altadyn hosting virtual 3-D meetings and trade shows. Check out their site for a very cool interactive demo. While still only being delivered through your regular browser, this company offers participants the ability to move throughout a 3D space, interact with people and sit down to watch presentations.

This exciting convergence of technologies is truly going to change the way we do business in the future. How will your business make the most of these opportunities moving forward?