virtual meeting room video meetings Videoconferencing

How to use virtual meeting rooms

By Tom Banks

The way people work and collaborate has changed a lot over the past few years, especially due to innovations in cloud technology and the digital transformation. The availability of other working tools, such as smartphones and tablets, has changed the way people consume, access and uses information. Visual meetings has become a simple way to connect with coworkers and can save you a lot of time in a busy life.

 

What is a Virtual Meeting Room?

A VMR stands for virtual meeting room and is a digital “room” hosted in the cloud. People can call into the VMR at any time via a static URL that makes it easy to invite people and join the room using the same link every single time.

Since it’s hosted in the cloud via a dedicated video network, a VMR can be accessed at any time by up to 50 video users on different devices all at the same time, with everyone using the network for better video performance and quality. And since you don’t have to be a logged in user to join a VMR, this makes it easy to invite virtually anyone, since you can call in to the room from any regular browser.

VMRs also incorporate traditional conferencing features, with the ability to add PIN codes for both hosts and guests. Adding a host PIN means guests are kept in a “waiting area” until the host has join the meeting and entered the code. With a guest PIN, users cannot join the room without entering the correct code. VMRs even support traditional audioconferencing so that users who can’t use video for a particular meeting can still participate via their phone.

The room host can control the in-meeting experience with some key features:

  • “Lock” the room during an active meeting to stop any particpants from being able to join
  • View the participants list and Invite new participants from inside the meeting room control panel
  • Mute individual participants or multiple participants
  • Disconnect individual or all participants      


Want to learn about videoconferencing in action? Download free case study

 

How to use it?

Always available and easy access

The biggest difference between a physical and a virtual meeting room (VMR), is the availability. In the virtual meeting room you don’t have to schedule a meeting to get access and everyone can join in the most convenient way for them.

You can have the meeting room open all day, so that it’s easier to share ideas whenever they pop into your head. Many of customers, as well as many of Videxio's teams use VMRs as a meeting room that is open all the time. That makes it possible for people to opt-in to the meeting room and share ideas all whenever they get a idea.

A VMR will always be open and it’s easy to get in to the room sharing a link.

 

Content Sharing: Share your screen

It is possible to share your screen from your laptop to the VMR for everyone to see. Both the host and the other participants in the virtual meeting room are able to share their screen.

For example if you want to show a presentation in a meeting, spreadsheets and other. The screen will then be visible for both the people in the same room as you and for people calling in to the VMR. This can save time because you don’t have to explain every detail. Instead you show it to them.

Being able to share your screen with your colleagues makes VMR a great tool for having trainings and presentations for clients.

Since you can also mute the participants, so that you won’t get any distractions by people talking over each other or if you don’t want to get interruptions in the middle of your presentation. To sum this up; to be able to share your screen is great for team meetings, product demonstrations and training sessions.

 

Great for crisis management

If you suddenly have to join an unplanned emergency meeting, it would be a shame if all the rooms where taken. And let’s not forget the hassle of scheduling meetings, booking a room and calling everyone relevant into a meeting room.

Video can adapt to situations where planning isn’t possible and you need to take make decisions. A crisis can happen at any time, but a VMR is always available.

There are four steps you can take to create a robust process to better manage crisis situations using a VMR:

  1. Create as many rooms you need for different purposes and occasions
  2. Create instructions for each room; which room to use under which circumstances and who should attend.
  3. Decide who needs access, so that they can join whenever they are ready (you only have to provide them with access information once).
  4. Run a dummy emergency meeting to test your system and make sure that everyone is confident in following your processes.

Accessible on any device

We all have different ways of working. Some of us prefer to join meetings in the office through a web browser, desktop client, or dedicated videoconferencing unit. Others might have a busy schedule and want to join a meeting on the go.

A VMR can be accessed from different devices and platforms, such as:

  • Web browsers
  • Desktop clients
  • Videoconferencing units
  • Mobile devices

That's why VMRs makes video meetings and large-scale video collaboration easy, as all the participants call into the same place whatever their preferred technology or device.

Increasing productivity and profit through videoconferencing

by Tom Banks

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