On the same page: online meeting services keep communication lines clear

A few bad rounds in a game of "telephone" can sink a project.

In the pool industry, the game goes something like this: The client calls the landscape architect, asking for changes. The landscape architect conveys the client's request to the builder. The pool builder passes on the information to someone at the job site, who acts on his understanding of the client's request. Too often, valuable information is lost in the translation, and the client is left unhappy.

Don Gwiz, however, has discovered a high-tech way to win in this telephone game. The vice president of Lewis Aquatech Pools in Chantilly, Va., now uses GoToMeeting, an online meeting service that he saw in action during a visit to an architect's office nearly 14 months ago.

The Web conferencing service allows up to 10 parties to meet online to present or discuss information. Participants log onto the GoToMeeting.com Web site and are given a meeting ID number by the host, or proctor. All participants can view any document the host calls up from his computer's hard drive.

Ordinarily, Gwiz says, "you can describe something over the phone, but others can't visualize it. This way, we're all talking about the same thing."

He often uses the service to meet with key personnel and review 3-D models, blueprints or renderings that are saved on his computer. Attendees can communicate with each other by sending instant messages, or they can speak using a telephone conference call.

The host has initial control of the cursor during the meeting, enabling him to take everyone through the documents under discussion. With a click of the mouse, cursor control can be turned over to any participant. Another click allows participants to see documents from a different user's computer.

The technology came in handy for Gwiz when he wanted to show a client how a scale model of a proposed waterfeature was working. Another meeting let Gwiz preview a monogrammed mosaic. Both the designer and the client were able to review the material selections and point out where changes in layout or color should be made.

Gwiz estimates that first-time users can participate in live meetings within 60 seconds of logging on. "I've had no complaints with customers or vendors using it," he says. Hosting meetings is easy and doesn't require advanced computer skills, he adds.

Sessions are private and secure, according to the online firm's Web site. The system uses built-in security measures to protect access to participants' information and computers. It features end-to-end encryption for all meeting data, including screen images, files, keyboard or mouse input, and chat text.

Of the assorted technologies used by Lewis Aquatech, this is the favorite. "For $50 a month, it's unbelievable," Gwiz says. "It's a mechanism that allows you to be almost in the same room" with everyone involved.

Tech tips

* Communicate clearly when the Web conference is to start, so there are no delays and participants aren't left hanging.

* Don't multitask. Ask your staff to reduce interruptions during these meetings to ensure your full attention is given to the participants.

* Come prepared. Have all the files required for the conference at hand to eliminate frantic searches on your computer during the meeting.

COPYRIGHT 2005 Hanley-Wood, Inc.
COPYRIGHT 2005 Gale Group