Collaborative work and forms of interaction have been transformed during the last decades. With more companies conducting business remotely or virtual events, the search for technological solutions that facilitate processes has become an obligation. And one of them is the Virtual Meeting Room.
It is a virtual meeting space designed for company members, their clients and sponsors to meet and share information, regardless of their geographic location. This online room is also useful for attending conferences and presentations, and for networking.
The functionality and practicality of the Virtual Meeting Room has made it possible to carry out reliable and effective remote meetings, very similar to physical ones. In addition, to participate, those involved only need the access or invitation link, internet connection and a computer or mobile device.
What is a Virtual Meeting Room?
The Virtual Meeting Room, also known as the Networking Lounge, is a virtual meeting room in which several attendees and an organizer or host can participate.
It works through a real-time video conference, so that all attendees can observe each other as if it were a physical meeting. However, the host’s image tends to be dominant.
In this sense, the meeting can be directed by the host at all times or alternate with the participation of the attendees, depending on the nature of the meeting.
To stimulate the interaction of the participants, the Virtual Meeting Room also has a live chat tool. In this way, attendees have the option of taking the floor during the videoconference or giving their opinion in writing to be read by the host.
During the development of the meeting, the host can ask questions and invite the discussion of ideas, so these communication tools are very useful to have an effective meeting. Especially when it comes to team meetings and conferences.
How a Virtual Meeting Room or Networking Lounge works
Live video
One of the most stimulating aspects of the Virtual Meeting Room is experiencing real-time interaction, similar to what occurs during physical encounters.
Therefore, the organizer presents himself through live videoconference, in addition to the attendees having the opportunity to converse with the speaker and ask questions during his presentation.
The ability to see each other helps make exchanges meaningful and beneficial to communication. In addition, it transmits legitimacy and closeness.
Instant messaging
The chat function is essential in a Networking Lounge. It may seem like a small, unimportant detail, but chat is the main tool that allows attendees to interact with each other and with the speaker.
Through the chat, attendees share their opinion, provide information in relation to the topic discussed and ask questions of the organizer. All these interactions are taken into account by the host to continue with the development of her presentation, since she can clarify doubts and take note of the opinions.
This space for interaction can be kept open throughout the meeting or left until the end, depending on the type of meeting. The important thing is that the audience has the opportunity to participate and engage in conversation so that the Virtual Meeting Room is effective.
Planning
The Virtual Meeting Room sessions can be scheduled or spontaneous. The first case is more frequent in important meetings with sponsors and clients, since most of them are scheduled in advance.
Conferences are also usually scheduled, so attendees have an access link to enter the online room when it is time for the meeting.
On the other hand, some meetings between the members of a work team can take place spontaneously, either due to an emergency or eventuality – privately or publicly.
Number of participants
In a Virtual Meeting Room, meetings are not only held between an organizer and several participants. There are also 1: 1 matches.
Likewise, the number of attendees can be limited or unlimited, according to the organizer’s preferences.
In general, when attendees pay a ticket to participate in a conference or when it is a meeting with a select audience, the number of attendees is limited. Therefore, each guest has a unique access link.
Moderation
Each Networking Lounge has an organizer or moderator. However, their level of participation varies according to the purpose of the meeting.
In some encounters, the moderator remains the center of attention from start to finish. Especially, when presentations or exhibitions are made on a specific topic with an informative tone.
In these cases, audience participation is limited to messages sent via chat or the opportunity to participate only during the designated time to ask questions.
Another alternative to carry out a Virtual Meeting Room is for the moderator to initiate the meeting and offer to the continuous participation of the attendees. In this sense, the meeting takes place like a traditional work meeting in which all the participants express their point of view and provide valuable information.
Networking
In the virtual room, attendees have the possibility of creating private chats with other participants in order to introduce themselves, develop a professional relationship and even exchange contact information and schedule a physical meeting.
This tool is especially useful for expanding the network of contacts and generating job and business opportunities.
Additional tools
To facilitate collaboration and exchange of ideas, as well as to enhance the experience of participants; A Virtual Meeting Room usually offers the possibility of sending and receiving documents, recording the meeting and sharing screen.
Another tool that you can include is application sharing. Mainly, because the experience is more comfortable, simple and organized when the participants access the meeting through a default application.
When to use a Virtual Meeting Room or Networking Lounge
Virtual meeting rooms are suitable for holding meetings between members of a work team, and negotiating with sponsors and clients. Especially when the participants are separated by a considerable geographical distance and meeting in a physical place involves travel, lodging and other expenses.
Below, we present four scenarios in which it is ideal to carry out a Virtual Meeting Room:
Meetings with remote workers
Currently, companies do not limit talent recruitment to their immediate geographic area. Therefore, this video conferencing tool allows managers to stay in touch with their employees, agree on project planning, and follow up on their work.
Meetings with business representatives and sponsors
National and multinational companies have several branches distributed in one or more countries. When it is necessary to give a training seminar or a conference to the business representatives of each one, the Virtual Meeting Room is excellent to bring them all together in the same space.
The same happens when the need arises to negotiate with sponsors who are in a different geographical point.
Meetings with clients
Interaction with customers is essential. Fortunately, a Networking Lounge creates a space for close interaction to maintain healthy and lasting relationships with clients who are in other provinces or countries.
Whether it is to keep in touch with employees, sponsors or clients, the Virtual Meeting Room is an essential tool for companies and professionals looking to grow and expand their relationships.
Meetings with professionals of similar profiles
In the framework of a virtual event, artificial intelligence also plays an important role in establishing similarities between professional profiles and suggesting new contacts. It is time to broaden horizons, especially in the current context.
Thus, virtual meeting rooms are also presented to similar profiles and become a common space to broaden the network of contacts between professionals in the same sector.
