Are you tired of driving hours to see clients? Do you find it awkward to share information from your laptop? Or maybe you drive two hours to meet with a customer and–after arriving–realize you need additional information (but it’s back at your office). Online meetings solve these problems.
First, you need to choose a video conferencing solution. Some popular alternatives include:
Here is a PC Magazine article that compares many of these products. All of the video conferencing packages offer free versions for testing. After using four different online meeting products, I found they provide similar abilities–the sharing of my computer screen and audio features.
What video conferencing software do I use? Zoom. It is easy to use and reliable. Here’s a summary of plan options, and yes, the free version works well.
The point of this article is not to sell you on a particular online meeting product, but to sell you on the concept. I have spent years of my life (at least it feels that way) driving to and from client’s offices. So when I heard about online meetings, I gave it a try.
My first online meeting sold me. A few years ago I was assisting an attorney with a forensic project. My final report was several hundred pages long. The supporting files (not included in the report) were also voluminous. Rather than making a 4.5-hour trip, I did the following:
The meeting lasted one hour. Once done, the attorney said to me, “This is one of the best meetings I’ve ever attended.”
So rather than taking 5.5 hours (4.5 hours of driving and the 1-hour session), the meeting took 1.5 hours (including setup time). I saved four hours—and I didn’t even have to sit in the attorney’s lobby and wait for him. Also, I didn’t have to stop and refuel my vehicle, and I didn’t have to file an expense report.
Since that first online meeting, I realized that it’s more efficient for me to do the same with my firm personnel. So am I saying I have online meetings with people in my office? Yes. Why? It takes less time—and again, I have access to any file I need. Additionally, we are not crowded around one small computer screen, trying to see everything. (Note: We have 120 people located on three floors.)
Though I don’t often do so, you can backup your online meetings. Then if you need to refer back to the session, you can watch the video.
Some people don’t want to be seen. Perhaps they are working from home and are still in their pajamas. If they have their camera on, you will see them, and they will see you. So be mindful of this dynamic. (You can turn your camera off, and they can as well.)
For a more professional look, consider buying a video camera. I use a Logitech device. Why? Laptop cameras (those built into your computer) often project grainy pictures.
I’ll soon share a video of how I set up and conduct online meetings. So stay tuned.
Do you already use online meeting software? If yes, what solution do you use? What video conferencing suggestions do you offer?
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Charles Hall is a practicing CPA and Certified Fraud Examiner. For the last thirty years, he has primarily audited governments, nonprofits, and small businesses.He is the author of The Little Book of Local Government Fraud Prevention and Preparation of Financial Statements & Compilation Engagements. He frequently speaks at continuing education events.Charles is the quality control partner for McNair, McLemore, Middlebrooks & Co. where he provides daily audit and accounting assistance to over 65 CPAs. In addition, he consults with other CPA firms, assisting them with auditing and accounting issues.
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