The software we propose to use in our organization is Microsoft’s Office Communicator 2007. Besides web conferencing, its applications include instant messaging, voice messaging, desktop and file sharing and video. The integration with other Microsoft Office programs (Word, Excel, PowerPoint, OneNote, Share Point, etc. ) would give us many different ways to communicate directly from the context of our tasks . During a web conference, it is possible to add more people to an existing audio-video session and share our desktop in order to collaborate, discuss or edit documents with a colleague or a whole team.
Furthermore, Office Communicator provides all of its capabilities from any location as long as an Internet connection is available. There is no need for a secure tunnel but as we use VPN in our company it is possible to connect through it as well. In a nutshell, this is software that is easy to learn and use in order to communicate effectively and stay competitive in a fast-paced environment.
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In order to achieve the required results for our organization, we would have to do things that we have not done before, i.e. web conferencing. Here are some of its various applications that cover all the departments of our company.
We will be able to have meetings of any kind and on all management levels at any time and make sure that everyone will be able to attend. This applies for all meetings such as executive committees, board meetings, share holder’s groups, etc. Web conferencing would also facilitate last-minute conferences that are necessary in order to make important decisions, such as crisis or brainstorming meetings.
Marketing and Sales
For our Marketing and Sales departments it will be easier to organize focus-group or brainstorming sessions and even hold public presentations, or WEBinars that would make it easier for more people to take part in without travelling and by providing promotions on the web. Also, web conferencing would facilitate meetings when new products are launching, or for press conferences and virtual meetings with prospects, customers, partners or suppliers.
In case of a possible customer, PowerPoint presentations and online product demonstration could be given without increasing ours or their travel costs and prompt responses to their questions or enquiries would give us a competitive advantage. We could explore not only opportunities on the market but also possible threats from competition, which would be monitored by our company, processed and addressed without loosing valuable time.
One could also monitor the development of our products by web conferences with our partners or suppliers; this would help the project management and the team coordinators to work more effectively and give instructions faster and easier.
Regarding the service that our company provides, we could support our customers by online technical demonstrations, direct online assistance and help clips for self-service, which are aspects that would also increase our competitive advantage, because we would address the customer’s various issues faster and more effectively than our competitors.
As far as our personnel is concerned, imagine the benefits of virtual training classes or employees’ coaching for all kinds of processes and actions at any time required; they would also have constant access to consultation pools, online training material and new employees would need shorter periods of learning or adjusting in the company.
For our finance department, contract negotiations could also be done via web conferencing and they would be able to share and edit contract files in collaboration with the legal department or the customer on the spot. This would benefit the communication with our investors and the customers, especially if they had problems or questions that could be answered faster on the web and by being able to have eye-to-eye contact.
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