Online Business Meetings – Using Technology to Cut Business Travel Costs

If you have a small business, you obviously envision it becoming a big and well established enterprise. As the business grows beyond city, country and continental borders, communication modes need to be upgraded. This is why as you nurture your business you have to think of the best way to cut traveling costs while maintaining a high level of productivity during business meetings.

In conventional business setting, designated employees would ideally travel across the world to make business deals or to attend conferences that would market the business. These business trips entail booking a hotel for accommodation, booking a meeting room, having transport arrangements to various meeting points, setting aside traveling allowances as well as organizing for meals for the traveling persons. We all agree that employees are bound to make fraudulent claims after a trip.

Some people misuse these business trips and turn them into their personal expeditions at the expense of their companies. Other employees turn the trips into a shopping spree. Monitoring the steps of your employees while they are away requires a lot of time and money thus many organizations would not think of spending funds to check on their employees whom they have sent away on business.

The best way to curb problems arising from traveling far to have meetings is to invest in a good online meeting room, with a powerful computer which can transmit multimedia. Have a web-cam, headsets if needed and install necessary software to support communication as the meeting goes on. It is also important to have a standby generator that ensures the meeting is not affected by power blackouts. With technology, you can link to your customers, suppliers and business partners at the comfort of your office.

In the long run, if you compare the money used to set up an online business meeting and that used to send staff to a physical meeting point, you will definitely settle for online meetings.

Five Reasons Why Sunny Nelson Is an Ideal Business Meeting Venue

If you’re looking to hold a business meeting or conference with international visitors or people from throughout New Zealand, you may be wondering where to find the right venue. Ideally you will be looking for a place that is accessible, meets your catering, size, and budget requirements, and suits the style of the occasion.

These days, many people are choosing a Nelson business meeting venue for its flexibility, quiet location, and range of function venue options. Nelson is situated at the top of the South Island of New Zealand, which is a great central location for both North and South Island delegates, and is easy to get to for international travellers.

Let’s take a better look at five reasons why the sunshine capital of New Zealand, Nelson, will make an ideal business meeting venue for you.

1. A range of venue sizes for a small meeting or a large function.

Whether you are looking to hold an intimate meeting with just a few important people, or a large seminar or conference for a wider audience, Nelson has a range of business function venues to suit you. Known for its hotels, historical buildings such as Broadgreen Historic House which was originally constructed in 1855, and award winning restaurants like Hopgoods and Boutereys, you can choose a venue to suit your style, budget, and size requirements.

2. Quiet, tranquil locations.

If you are holding a seminar, function or business meeting, you’ll know how important it is to have your audience or colleagues relaxed and focused. Having a comfortable Nelson business meeting venue in a tranquil rural setting means you are away from the hustle and bustle of the city, and you will have everyone’s full attention. If you prefer you could choose to spend time in one of the three national parks in the region – Kahurangi, Nelson Lakes and Abel Tasman.

3. Easily accessible.

If you have people coming to your meeting from all over New Zealand, Nelson is an easily accessible location for everyone. Avoiding the busier airports, your colleagues, guests or audience can simply fly in to Nelson airport from almost anywhere in New Zealand, and travel just a short distance to a nearby conference venue.

4. A choice of modern or historical venues to inspire any occasion.

Nelson is known for its history, but also for its artistic community. Many of the buildings feature beautiful, modern furnishings for a lavish affair, or select a more classic, historical building for serious business meetings.

5. Close to parking, restaurants and amenities.

In Nelson, you don’t have to worry about finding parking, rushing through busy traffic, or driving a long distance. Serviced by the fourth busiest airport in New Zealand, Nelson offers business meeting venues which are very close to the main city centre, hotels, restaurants, and cafes, so your conference or meeting attendees will spend minimal time in transit, and more time engaging with the topic at hand!

A Nelson business meeting venue will make sure your colleagues, clients or audience are well rested, comfortable and giving you their full attention. Have a look around for a venue that meets your specific style, size and budget requirements, and you’re sure to find the perfect fit!

A Meeting Planner Can Help Organize Your Business Meetings

Private-sector employees have now to attend plenty of meetings regularly. These people are aware that a badly planned meeting can cause plenty of stress apart from being boring. In order to plan a proper meeting and avoid being tedious companies that lack the organizational skills can use the help of a meeting planner. These people play a dual role by being the organizer as well as the facilitator for the meetings. Generally, there is a feeling among companies that organizing a meeting is not difficult and all that needs to be done is arrange a few chairs and invite the staff. Unfortunately, these habits can lead to a meeting becoming repetitive and over a period of time, the staff members may consider such activities as unnecessary.

A meeting planner will work differently and will, in the first place get all information necessary from the company about the meeting. He or she will then configure the area to suit the type of meeting planned. Setting up the room before the event is something, which they will be looking forward to. Such events deliver the best results when people attending the same can get their message across and therefore, a circular roundtable arrangement is best suited. Configuring a room like a classroom will make it seem that lectures are being delivered and will make the meeting look less interesting.

The planners will also look into the factors of organizing the get together in a proper way. They will have an agenda prepared apart from handouts or pamphlets that may be required. A tangible guide for the business meeting will be prepared to help both the speakers, and the listeners remain on the same page. Such factors will help the meeting progress smoothly.

Livening up the meeting is another factor that will also be considered. It is a fact that most business meetings tend to get repetitive over a period of time. Therefore, some distractions are necessary in order to liven up the audience. Managers of an organization may not realize this factor, but a meeting planner will definitely consider them.

The primary job of a meeting planner is in specializing and helping an employer make business conferences run better. The best among the lot have all the skills required to organize, prepare and ensure that all individuals get the information that the employer needs to exchange. They also spare the time to allow for an interactive session during which questions can be asked and answers received.

Gone are the days when managers of a company could be entrusted with the task of arranging such matters. Today this is a specialized task, which is better managed by a business-meeting planner.

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