As a long time user of Webinar/Webconference tools and services – all the way back to the early days of Microsoft’s NetMeeting (now replaced in Vista with Windows Meeting Space) – we often conduct meetings, trainings, and internal collaboration using Citrix Online GoToMeeting. It’s been an effective tool, and with today’s cost of travel and (potential loss of) productivity, it has saved us significant time and money in our work.
Once used primarily as a presentation tool, or for the collaboration of ideas, our N2tech division has found a new way to help us better serve our customers and reduce our cost of software development – not to mention a more rapid delivery of code.
While working on a project for one of our clients, our lead developer suggested using GoToMeeting to have the client replicate the errors onscreen in a live environment. This project calls for us to assist them with coding of their commercial (sold to others) software. The twist in the use of GoToMeeting was not just a better ‘tech support’ presentation of the problem. What he brought forward was a suggestion to record the session.
Not having used the Record feature in GoToMeeting, it was not difficult to find it but the initial results backfired. I thought by using the GoToMeeting Conference call service the audio of all parties would record. Oddly enough, only my voice was “on the tape” (so to speak). Thinking it through later, it makes sense.
After this misfire, I did some digging and found in the help menu that you need to use a speakerphone and PC microphone to get all the participants’ voices. So, the next time we did a recording, I placed my Webcam down on top of my phone, set it for speakerphone, and success was a click away.
The replays of these sessions have paid back handsomely. We have saved time and effort on both sides of the screen by being able to go back and recreate the meeting. Plus, we are building a library of ‘tapes’ that can now become a knowledgebase to be shared as a more interactive medium than notes in a call record or document.
The only obstacle that came forward, soon after the first sessions, was the distribution of the copies. These recordings produce sizeable files. Initially we resorted to CDs and courier packs via DHL Express. However, we now make an effort to better control the size by a more disciplined approach to the meetings. In turn, we produce smaller files.
That opened the door to consider alternative online distribution methods. In our case, we turned to YouSendIt and now move our files accordingly. Their ease of managing the workflow (send, track, and receive), as well as larger media files, has enabled us to better utilize our GoToMeeting session recordings. They offer a wide range of extra services and productivity applications that can address most individual and corporate needs. We have used YouSendIt for some of our audio and video production distribution (e.g., our Podcasts, and client TV Commercials) from the NvestNtech side, too.
How effective are Webinar/Webconference tools in your business? Where have you seen gains, or losses as a result? Have you considered these tools for more than just presentations? If you record sessions, how do you move them around in your organization, or distribute them to your customers? I would encourage you to tell us how you are using video and audio in your company, too. Do you see a role in your company for audio or video as a viral marketing tool? If so, what distribution platforms will you put in place to serve your audience (of customers and prospects)?
p.s. Meeting protocol should dictate that you announce in advance that the session will be recorded. Attendees should be given a chance to object, or not participate, if they are uncomfortable with the setting.
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