BlueJeans Blog

Virtual meetings are here to stay, and for good reason. They’re convenient and cost-effective, and they make it easy to collaborate across offices, locations, and even organizations. But they also come with unique challenges. A Gartner survey of more than 7,000 digital workers identifies 10 major challenges that make virtual meetings less effective than organizations want. The report offers advice on how to overcome these challenges by improving meeting practices, technology use, and organizational culture. Too Many Meetings The absence of physical limitations in remote work creates the expectation that employees can meet anytime, anywhere. This often leads to calendars full of meetings — and unhappy staff. To avoid overloading: employees working remotely must have blocks of time that are meeting-free, with leaders promoting this idea and practicing it themselves remote workers should allocate sensible blocks of time in their calendar for meetings, clearly labeled with #meetings or #focus or similar organizations must have a policy stating that they value ‘focus time’ as much as collaboration and meeting times.  Low Participation and Interest from Attendees It’s typically more difficult for remote workers to engage in a meeting than those joining in person. Employees participating virtually often have to deal with distractions from work and home environment at the same time. To ensure engagement: remote employees must have a clear way to contribute to a meeting. The host should ask for those contributions, not just through audio and video but also via in-meeting chats, to engage extroverts and introverts alike remote workers should develop basic competencies to engage fully during meetings. This includes understanding common activities such as how to enable video, raise a virtual hand to ask a question, and present materials organizations must reinforce positive behaviors. Attendees shouldn’t touch the keyboard unless taking notes, and chatty participants should take turns and leave opportunities for others to speak. Comments via chat must be on point. Unclear Decisions, Commitments, or Next Actions Employees who work remotely don’t get many opportunities for daily office interactions that help them clarify points or address issues. So work must be identified, complex issues resolved, and decisions made during a meeting. To make a virtual meeting more valuable: employees working remotely must understand their new commitments and balance them with existing priorities. They should spend the last five to 10 minutes of every meeting reviewing decisions and next actions they must keep at least a simple system to track commitments and prevent their to-do items from getting lost. Teams should have a shared digital system where issues are visible, so employees can hold themselves and each other accountable organizations need to provide a structure that spells out meeting outcomes. This can be in the form of a simple list of questions asked at the end of every meeting. Failure to Prepare and Share Agenda, Purpose, and Goals Failure to show respect for attendees’ time can erode remote workers’ trust in meeting leaders. One way to retain that trust is to show clear preparation for a meeting by sharing a meeting agenda and purpose in advance. It also helps to: clearly set out to remote workers the purpose of a meeting so they’ll know what to contribute. If the meeting organizer has no firm agenda, it’s wise to simply cancel the meeting to avoid wasting time get remote employees to share meeting agendas as part of their calendar invitations hold leaders accountable for how they use remote workers’ time during meetings. Difficulty Involving Relevant Decision Makers and Participants For fear of missing out, some remote workers attend meetings that aren’t so relevant to them. Organizers should only invite people whose attendance is necessary because they have important information to share or are involved in decision-making. To make the best use of everyone’s time: remote workers should review their meeting commitments and decline optional ones they should avoid inviting optional attendees to meetings or attending meetings that are not mandatory for them organizations should aim for smaller meetings when they need to make decisions. This means being more selective with the people they invite. Poor Audio, Video, or Physical Workspace Effective virtual meetings require focus, but environmental and technical hitches can make meetings taxing and unsatisfactory. To avoid impediments: remote workers must have a comfortable environment, including a private and quiet meeting space, to help them fully focus they should have noise-canceling headsets and webcams to improve the quality of meeting experiences. The use of internet bandwidth by other devices sharing the same network must be limited during meetings companies must help employees working remotely to solve meeting quality problems. This might require developing help desk support dedicated to these employees or creating special training materials. Lack of Consistent, Standardized Solutions for Meetings Real-time interaction during meetings requires a lot of effort, including sharing content. Remote workers need more support for the activities they must undertake while collaborating in real time. This includes: reducing context switching into and out of different tools agreeing with regular collaborators about best practices and ways to consolidate meeting materials having the fewest number of touchpoints necessary for a meeting workflow communicating standards for setting up meetings as part of onboarding new remote workers. Difficulty Starting, Joining, Presenting in Meeting Spaces, and Other Ease of Use Issues Workers generally believe that a meeting technology is easy to use if it starts instantly without necessary client downloads, allows clicking or tapping instead of typing codes, and has simple and intuitive controls for sharing materials. To speed up joining and sharing: employees must be confident in the meeting technology they’re using the technology should allow click-to-join or tap-to-join meetings. Meetings should have passcodes, and users of company-issued meeting solutions should use invitation links and VoIP or PC audio and video it’s important for organizations to make starting and joining meetings as simple as possible without compromising security. Difficulty Finding and Sharing Relevant Materials Organizing, creating, and sharing content for meetings must be simple and repeatable. There are many places where workers can create and collaborate on content, such as their devices, browsers in web applications, file servers, and cloud storage. To make it easier to share materials and work on them: remote employees should have an agreement with regular collaborators for how and where they will organize team content the IT department should give them best practices for meetings with a virtual workspace where participants can chat, start a meeting, store content, and collaborate organizations must make sure their meeting solution and content collaboration strategies are aligned. Meeting Tools Not Making It Easy to Find Mutually Acceptable Time and Resources It’s not always easy to find time and space that works for everyone. To facilitate scheduling: remote employees must be available to meet with colleagues, team members, and managers without overcommitting to meetings they should review meeting defaults and disregard suggestions by calendar programs that set hour-long meetings, choosing their own slots instead employers must allow workers to solve meeting scheduling problems creatively, such as by setting core hours with frequent collaborators within a few time zones. As Gartner rightly points out, it’s important for organizations to eliminate meetings that unnecessarily take up employees’ time. Instead, leaders should focus on better engaging attendees, providing a meeting structure, and setting clear outcomes. Using the right technology is also key. At BlueJeans by Verizon, we’re always innovating to make virtual meetings — and remote work — more productive and effective. Download the Gartner report here or find out more about how BlueJeans can help.  

Managing single or recurring meetings with remote workers spread across multiple locations can be a cumbersome task. Fortunately, BlueJeans software to schedule meetings can help break down those barriers and ensure that all of your events run without disruption or conflict with other events on the same day. It also simplifies virtual events and activities as it lets you know exactly what is happening so that everyone can make use of their time efficiently. What Are The Benefits? Scheduling a meeting once is one thing, but scheduling recurring meetings eliminates the need to confirm or remind those attending each time. This saves everyone time, lifts attendance numbers, and ensures that everyone is bringing their best ideas to the table. People are also more likely to be better prepared for meetings when they know it will take place, instead of them getting caught off-guard by sudden last-minute scheduling. What Features Should You Look For? When considering software to schedule meetings, there are several features that you should look for. Firstly, the software should have a user-friendly interface that will allow you and your team to easily access the various options available. Secondly, it should provide automated notifications and reminders so that everyone is aware of upcoming meetings in advance. Thirdly, it should allow you to easily customize meeting settings including the recurrence of meetings and how many participants are allowed. It is also important to make sure that the software integrates with other systems such as Outlook and Google Calendar so that all your data remains in sync. Also, Consider: Timezone rescheduling - Make sure that the software you choose allows you to automatically adjust time zones when scheduling meetings for teams located in different places around the globe. Integrations - Look for a platform that can be integrated with other tools and systems, such as BlueJeans, allowing you to set up video and audio call options for virtual events. Mobile access - Check for software that allows users to access the system from their mobile devices, making it easy to set up, manage and join recurring meetings on the go. Security and Privacy - Make sure your data is kept confidential as well as safe from any cyber-attacks. Key Considerations When Scheduling Recurring Meetings When it comes to scheduling recurring meetings, there are some key considerations you should keep in mind. Firstly, you will need to look at the different types of meeting scheduling repeats and decide which one makes the most sense for your particular use case. This includes equal duration repeats, specific day repeats, and specific date repeats, each of which has unique advantages and drawbacks. Ultimately, finding the right repeat sequence may require some trial and error; however, when done correctly, it can be a great way to save time while still staying on track with important meetings. How To Schedule Meetings From Your BlueJeans Account Scheduling a meeting has never been easier with Web Scheduler. All you need to do is log into your account, navigate to the Meetings page, and select "Schedule Meeting." From there, you can enter a Title for your meeting, add a Description and choose the Start and End times. If you're planning on recurring meetings, make sure to enable "Repeat Meeting" so you can configure the repeat pattern - Daily, Weekly, or Monthly. Don't forget to set your Meeting Access options! Lastly, you'll want to invite participants using their email addresses. With Web Scheduler's simple scheduling capabilities, preparing for client calls or team meetings requires minimal effort. And, in addition to the advanced configuration options already available, BlueJeans also allows admin users to delegate the scheduling of meetings to other members of their team. Common Mistakes When Using Scheduling Software One of the most common mistakes people make when it comes to their meeting room booking software is failing to check availability before confirming bookings. Even if you have a good sense of your own schedule, it pays to double-check with the system in case there are any changes or overlap with other meetings. It's also important to ensure that all participants have accepted an invitation to the meeting, as this will keep everyone up to date and on the same page. Additionally, make sure that any changes or updates are sent out in a timely manner to avoid any miscommunication or confusion. Conclusion BlueJeans software for scheduling meetings offers an abundance of features to help your organization stay organized and on top of its goals. From 'one-touch join' so team members can be part of a meeting effortlessly, to easy sharing access for presentations and spreadsheets -- you'll find that operating efficiently has never been easier. Not only will scheduling or canceling meetings become simple tasks but also adjusting user permission levels, customizing log-in links, and sending out agendas and notes are all within reach with the intuitive design. To learn more about how BlueJeans Meetings give teams seamless collaboration capabilities contact us, or check out our product videos.

Historically, the concept of “digital transformation” has realistically been way more incremental than transformational.  Enterprises have moved to the cloud, embraced software-as-a-service, and digitized the majority of their information assets…but these changes have taken years and honestly, many organizations are still mid-stream on this journey, with the battle scars of half-finished “transformational work” strewn across the IT roadmap of years’ past.  Amazingly, the tech discipline of communications has potentially seen the most radical amount of transformation. Fueled by remote work-at-scale, communications had to adapt overnight to keep business afloat.  Even more extreme, was the wide scale adoption of video to power communications and collaboration during the past three years.  Simply put, video has become our de facto mode for getting in touch, both personally and professionally.   Due to the widespread adoption and fast-cycle maturity of video conferencing, organizations are starting to consider how they can leverage this technology to bolster communications not just for internal purposes, but for how they interact with customers and partners as well.  Ultimately, the market for Communications Platform-as-a-Service (CPaaS) is exploding, with the market set to grow from roughly $12.5 billion in 2022 to $45.3 billion in 2027.  While, CPaaS is constituted of a wide variety of different communications components, injecting video into applications is one of the stars, with one of the highest growth rates observed across the CPaaS the tech stack.   Take Your Apps to the Next-Level with BlueJeans With this landscape in mind, BlueJeans has been hard at work transforming our award-winning video conferencing service into a developer-friendly set of SDKs & APIs to power interactive video experiences for nearly any kind of application.   Today, we are proud to officially announce the BlueJeans Developer Platform, a robust collection of developer tools that make it easy to integrate best-in-class video conferencing capabilities directly into any web or mobile application.     Fully Customizable Video Experiences | Client SDKs When looking to fully customize BlueJeans within your web or mobile app, BlueJeans client SDKs for WebRTC (browsers) and mobile (Android & iOS), offer many features to ensure the experience matches your expectations. With options to control for video appearance, content sharing, and chat, developers are able to easily build out their optimal video integration. Low-Code Options as Easy as 1,2,3 | Embed SDKs BlueJeans Web Embed SDK provides developers with a low-code solution for bringing BlueJeans Meetings and BlueJeans Events directly within any web application with minimal effort. This solution provides a quick and easy pathway for developers looking to integrate BlueJeans award-winning video experiences through simple to deploy iFrame technology.   Key Developer Platform Features Regardless of whether developers prefer to fully customize their experience with the Client SDKs or opt for the low-code approach with our Embed SDKs, they will have access to several key Platform features that will deliver premium video performance within their apps.  Dolby Voice Audio–Crystal-clear call quality featuring spatial audio HD Video & Screen-Sharing: High-performance video delivered up to 720p Layout Customization: Flexible options for configuring multi-stream video  Audio/Video Controls & Settings: Complete customization of available capabilities  REST APIs & Webhooks–Robust package of APIs for workflow automation pre, during, and post Meeting.   BlueJeans Developer Platform in Action Customer Use Cases Verizon | Retail Video Assist Verizon wanted to launch a customer video chat option that would allow customers to enjoy a retail-like experience without having to visit a store. The Verizon team recognized that the business needed a scalable, enterprise-grade platform that would enable it to seamlessly connect online customers with a direct Verizon store representative over a secure video call, and turned to BlueJeans to help it develop a one click–call solution. Leveraging BlueJeans’ iOS and Browser Client SDKs, Verizon built the video experience directly within the sales specialist’s mobile point-of-sale solution and the customer’s browser on verizon.com. WITHmyDOC | Remote Patient Monitoring Kit Digital health provider WITHmyDOC wanted to transform the delivery of chronic care by monitoring patients’ progress and facilitating proactive intervention in real-time. The company developed a remote patient monitoring (RPM) platform and used BlueJeans Embed SDK to integrate into the solution and deliver intelligent and responsive chronic care. Now, immediate access to video conferencing is making a big difference to WITHmyDOC’s delivery of chronic care, offering a seamless way to onboard patients and provide necessary interventions in an efficient way.  New York Islanders | Second-Screen Fan Experience Wanting to look beyond the physical arena boundaries into how they can engage and do more for fans on a global level, the New York Islanders used BlueJeans Web Client SDKs to provide video enabled watch parties in their HOMEICE Experience platform within the UBS Arena mobile app. It allows fans to chat live with NHL alumni and insiders, score points and win prizes by participating in trivia and polls while watching the game.  We are thrilled with the early success our customers are seeing as they roll out BlueJeans within their app ecosystem and we are excited to officially launch the Platform and provide access to all developers interested in taking their apps to the next level with premium video.  Developers interested in experimenting with our SDKs and APIs can have access to a free 3-month trial of service by contacting us here.  We can’t wait to see what you’ll build!  Interested in our technical documentation?  Learn more here.

Technology has changed the way we “go to work” and virtual meetings have become commonplace. Whether virtual coaching sessions or virtual project collaboration, virtual-based solutions are aiding us in our daily interactions. Virtual coaching platforms like BlueJeans allow individuals and groups to connect with professional coaches, and interact in a safe, secure environment. So much so that various companies are now offering virtual coaching packages tailored to meet the specific needs of individuals and businesses. What is a Virtual Coach? A virtual coach is a type of life or career coach whose practice focuses on supporting clients through telephone or virtual coaching sessions like BlueJeans to help motivate, focus, and move toward achievable goals. The International Coaching Federation (ICF) believes that coaching can help people reach their personal and professional goals by connecting them with an experienced partner and engaging in creative, thought-provoking conversations. What is Virtual Coaching? Virtual coaching can be a great resource to help you reach your learning and development goals. Unlike traditional in-person coaching, virtual face-to-face coaching eliminates travel time and makes it easier to schedule virtual meetings using video conferencing platforms. This means that virtual coaching is available to anyone, anywhere, and at any time, allowing for flexibility in times when you might otherwise not have had the opportunity. With virtual coaching, individuals can harness the potential of synchronous and asynchronous communication options such as emails, text messages, virtual coaching platforms, phone calls and virtual meetings. Virtual coaching can be a valuable ally in navigating challenges faced with personal growth, relationships or career aspirations - all kept secure within a virtual platform. Benefits of Video Conferencing for Coaching Convenience: Virtual coaching provides access to support and development at any time, even outside of traditional business hours. Accessibility: It has the benefit of being accessible from anywhere. This means that coaches and individuals can be matched based on compatibility rather than location. Resources: Digital access to tools improves access to resources. These tools help people set goals, prepare for coaching, and track their progress. Personalization: A good virtual coaching session that is personalized and customized for each individual gets results but still feels human and personal. Monitoring: The coaching relationship evaluation gets better when it is easy to monitor progress and trends. This can be done at an individual level and also at an organizational level. Environmentally and Cost-Effective: With online coaching, you eliminate the need to travel to meet with a coach in person, which can help reduce your costs and carbon footprint. How To Make The Most Out Of Your Virtual Coaching Sessions If you are new to virtual coaching and video conferencing platforms, here are some tips to keep in mind when preparing for your sessions: First, make sure that your internet connection is reliable; if possible, find a spot in your home or office where the connection is strong so that you don’t experience any lags or disconnects during your session. Second, be prepared for your session by making sure that your device has all the necessary software installed. This way, everything will run smoothly during your session. Finally, plan ahead by writing down any questions or topics you want to discuss ahead of time. This will help you make the most out of each session. In Conclusion, virtual coaching sessions are a great solution for people looking to gain knowledge and insight from experienced coaches. With virtual coaching, individuals are able to benefit from the expertise of a coach in a convenient and private virtual environment, with the added advantage of being able to fit sessions into their already busy schedules. A successful virtual coaching experience is one in which both parties can feel satisfied with its outcome. Therefore, the appropriate preparation and the right virtual coaching platform could make all the difference between a successful session or an unsuccessful one. BlueJeans Meetings provides high-quality Dolby Voice and HD video for the best virtual coaching experience. Don’t settle for less - learn more about BlueJeans Virtual Meetings!