video conferencing blog

There are two companies. One company is merging with the other company. The company is planning to set up a meeting with its employees via video conferencing in order to re-assign some staff with other jobs. There are some elements we need to consider in order to make the meeting a successful event.

Preparation:
For the meeting to be held there are few things that we need to arrange. We need to arrange/book a suitable room with proper equipments that support video conferencing and proper seating arrangement like chairs and table. The room should be big enough to fit the number of people who will be attending the meeting. The main equipment we need is the CODEC( coder-decoder),that is the brain for the video conferencing to take place. It includes whole lot of things that help in transmission of video.We need projection screen to show us the image of others attending the meeting. This will help in watching their reactions. We also need a smart board in order to interact by putting slides etc.We should arrange for DVD screen in case we we want to show videos. Webcams should be set in a proper position to catch all the participants. Light effect should also be set up cleverly so that everyone is visible. We can also provide coffee and tea at the end of the conference so that everyone can have a chat and discussion.

Content:
We will givea print out of what is going to hapen in the meeting, the print out will includ the agenda of the meeting, who is representing what in the meeting, name of the staff members who are going to re-assigned jobs with the pay-roll. At the beginning of the meeting, we will first check if everyone is attending the meeting. Then the speaker will give a brief of the situation, explaining the case, why these people are here and so on. The speaker will emphasize on explaining each employee’s skill, why they are being assigned to the particular new position, what would be the benefit from this change,i.e make them understand of how are they going to work in the new work enviroment.This will be accompanied by feedback from employees, whether they like the decision or not.

Closing:
If everything works according to the plan, then it is possible that we achieve our goal easily, i.e. re-assignment of jobs is successful and everybody agrees to the change. But if it doesn't work out the same way,since it deals with humans, so we can try and make the disagreeing employees understand the benefits of the change and try and negotiate with them.