If you were to turn your daily schedule into a pie chart, thereâ€™s a pretty high chance that meetings take up a large portion of the pie. Love them, or hate them, meetings are an essential part of business that are going nowhere. A major shift from face-to-face to computer-computer meetings is taking place, with many companies now using Microsoft Office 365 to conduct meetings.
If you use Office 365 in your company, you can have online meetings through Microsoftâ€™s messaging tool, Lync. Hereâ€™s how to start a meeting, and some features that make face-to-face meetings unnecessary.
How to start a meeting
In Outlookâ€™s calendar, schedule a meeting and invite the participants. When itâ€™s time for the meeting, simply log into Lync, go to your calendar and select the meeting. Youâ€™ll have the option to Join online meeting, click it and the meeting will start. If a colleague is online and you would like them to join the meeting, click on their name and drag them over to the meeting window.
Features you can use during the meeting
There are a number of useful things you can do in the meeting including:
- Video calls. If you and the attendees have webcams, you can turn the meeting into a video call by pressing the webcam button beside the attendeesâ€™ names.
- Share and share alike. Press Share (beside video) in the meeting window to get a dropdown menu with a number of things you can share with the participants. Say you are going to do a demonstration on your screen, you can share it with the attendees by selecting Main Monitor. You can also share presentations or programs.
- Change the presenter. If an employee would like to show something from their screen, or is going to present something, you can give them presenter status by right clicking on their name and selecting Make a Presenter.
- No interruptions. If one person is presenting, and another has a question, they donâ€™t have to stop the presentation to ask a question, they can simply select IM and type the question. All participants will see it, and the presenter can answer the question when they are finished.
If youâ€™re looking for an alternative to physical meetings, Office 365 has a great set of products that will allow you to do just that. To learn more about Office 365 or any of Microsoftâ€™s other products please contact us, weâ€™re ready to assist you.