1.5 Meeting Technology

Question 1

Meeting technology

Answer 1

-Email and instant chat facilities
-Electronic diaries a day calendars
-Video conferencing and webinars
-Audio conferencing
-Smartphone and Videophones
-Networks (internet and intranets)
-Application packages
-Online/web applications

Question 2

Video conferencing

Answer 2

-a webcam and a microphone are used to send a data stream of video and sound across the internet.

Benefits
-Allows meetings to occur more frequently
-Saves travel and accommodation costs

Costs
-Technical problems eg. Loss of signal
-Initial expense to buy the technology eg smartphones

Question 3

Email and instant chat facilities

Answer 3

-Email allows the notice of meeting and agenda to be distributed to participants quickly giving reasonable notice to ensure the quorum is met
-A read receipt can be used to check if recipient opens the email
-Attachments can be used to circulate important information relating to items on the agenda for discussion

Question 4

Electronic diaries and calendars

Answer 4

-Electronic diaries can be programmed to automatically schedule and remind the user of reoccurring/regular meetings
-Admin assistants can input the date of the meeting into others diaries if the ediary is connected to a network (such as the internet using 4G etc)

Question 5

Smartphone and videophone

Answer 5

-Videophones allow for users to see and hear each other from different locations in real-time and therefore can be used to conduct remote meetings-saving travel time and costs
-Smartphones (such as an iphone) allow users to connect to networks (like the internet) therefore employees can access their Email, ediary, download attachments, and view/edit files using online applications

Question 6

Networks (Internet and Intranets)

Answer 6

-The internet can be used to book venues for meetings or to book travel for participants attending the meeting
-A staff intranet can be used to upload the notice of meeting, agenda and any useful other files participants may need to prepare

Question 7

Video conferencing

Answer 7

-This is when computer technology is used to send a data stream of video and sound across the internet,eliminating the need for people to be in one location- allows for demonstrations to be viewed, body language and tone of voice to be heard at the meeting, improving communication
-A webinar (Web-based seminar) is an interactive presentation,lecture or workshop conduced over the internet

Question 8

Audio conferencing

Answer 8

-Audio conferencing uses loud speakers and a microphone to allow for multiple parties to communicate with each other fro remote locations-saving travel time and costs

Question 9

Application packages

Answer 9

-Application packages are software created to assist users perform tasks-for example Microsoft office
-A word processor can be used to produce the notice of meeting, agenda and minutes of the meeting
-Presentation software can be used to enhance information to present at meetings

Question 10

Online/web applications

Answer 10

-Online(web) applications are accessed over the internet and do not need to be installed as they are hosted by the browser software
-Microsoft have recently created online applications which allow users to view and edit Microsoft office files online. Employees could add to the agenda in word or check their email on their smartphone from any location that they have a wireless signal