Use advanced video conferencing features

Using Different Video Conferencing Tools to Participate in an Online Practice Enterprise (PE) Commercial Trading Event

There are numerous online commercial trading events organized in the worldwide Practice Enterprise Network each year. These events include Intensive Trading Events and Practice Enterprise Trade Fairs 🡪 see the Agenda of Commercial Trading Events.

Commercial trading events provide an opportunity for trainees to exhibit and market the products and services of their Practice Enterprise in a competitive marketplace to local and international colleagues as well as to put the marketing, communications, negotiations, and global business skills they have learned to the test.

In online commercial trading events, PEs communicate through different video conferencing platforms. The choice of videoconferencing tools is up to each Practice Enterprise.

Online commercial trading events mirror the real business world, and the reality is that many different video conference platforms are available for business communications. 

In this assignment, trainees work in three different phases:

  1. Individually during the first phase, where trainees are asked to learn about different video conference platforms and their features.
  2. Individually during the second phase, where trainees are asked to practice different video conferencing platforms and their features in peers. 
    • Scheduling meetings
    • Getting online
    • Muting/unmuting
    • Adding a virtual background
    • Chat & reaction functions
    • Recording 
    • Sharing screen 
    • Breakout rooms 
    • Adding apps
    • Etc.
  3. In groups during the third phase, where trainees are asked to evaluate the performance of another group in using videoconferencing platforms.

Based on experience, most used video conference platforms in a PE network are Zoom, MS Teams and Google Meet. However, PE trainer should provide trainees with information on other available choices of videoconference platforms in a PE.

In the first phase, before trainees start testing and practicing video conference platforms between groups, they should read ‘’getting started guides’’ or watch tutorials and learn more about different features. There are numerous materials online on YouTube or Teams, Slack, Zoom, Meet. 

In addition, trainees should not only know a technical part of using a platform. The social part is even more important. Trainees must know etiquette for remote participation in live online events.

In the second phase, trainees work with peers and put their theoretical knowledge they have learned during the first phase to the test. During the second phase, trainees should be given checklists where they record their achievements and mistakes.

In the third phase, trainees work in groups where they evaluate the performance of another group. During the third phase, trainees should be given a practical task as if they would be attending an online commercial trading event

  1. 10 benefits of use video conferencing
  2. 17 Rules of Etiquette for Attendees at Virtual Events
  3. Giving a Virtual Sales Pitch? 10 Ways to Set Yourself Up for Success

Knowledge:

  • Aware of the videoconferencing features and their advantages.
  • Aware of etiquette rules at online meetings and events.

Skills:

  • Able to communicate through multiple video conferencing platforms and their features.
  • Able to make a sales pitch or a presentation in online environment.
  • Able to work individually and in teams in online environments. 

Attitudes:

  • Proactive about using multiple video conferencing platforms in online PE events.
  • Inclined to adopt an empathic perspective in communication.

Through this WebQuest, trainees learn how to use different video conferencing tools and their features while practicing this task with their peers.

Organising an Online Networking Event Between Two PEs

There are numerous reasons to set up an online meeting with another PE. Some examples:

  • presentation of the range/company
  • an online sale/ purchase (virtual)
  • negotiation (sales conditions, quantity discount, …)
  • complaint handling
  • conclusion of a contract
     

It is important that such an online meeting with a PE can be conducted in a highly professional manner.

During this WebQuest, you will therefore learn the most fundamental tips and tricks.

The organising trainer gives a general explanation to all trainees: welcome, clarify to do’s and opens the networking event.

Trainees are directed to the various breakout rooms to their relevant colleagues from the other PE.

Items to be discussed are:

  • presentation of the range/company
  • an online sale/ purchase (virtual)
  • negotiation (sales conditions, quantity discount, …)
  • complaint handling
  • conclusion of a contract

Before the meeting

  1. To make sure everyone can attend the online meeting, preferably make an appointment in advance (Doodle).
  2. Select a meeting time in your calendar. Enter the title of the meeting, select “new meeting”.
  3. As initiator (=organising trainer), you can send a “request” via email with the link to the online meeting.
  4. If the participants accept the link, the online meeting is recorded in their calendar.
  5. The participants are then notified when the meeting is about to start.
  6. The initiator starts the meeting at the agreed time and the participants must click on the link to join the online meeting. Check that the speaker and camera function properly.
  7.  Set in advance the spoken language of all participants in ex. English. That way, the conversation will be subtitled.

During the meeting

  1. The initiator (= organizing trainer) controls if each participant is present through the attendance list.
  2. The initiator welcomes everyone and gives the general guidelines of the networking event.
  3. The initiator shares the schedule via screen sharing.
  4. Each trainee receives a link for the correct breakout room and a time slot for networking (annex 1 example Polytechnics).
  5. To complete the tasks mentioned above, each participant can share documents like a catalogue, a presentation, a product range, … via screen sharing.
  6. The conversation can be recorded for evaluation by the trainer. This is also a useful tool to clear up any misunderstandings/miscommunications.
  7. During the meeting, it is desirable to take notes for example in MS Teams. These are shared with everyone and can be accessed by all participants after the meeting. The note-taker must click on ‘Notes at meeting’.
  8. When each trainee has completed the tasks, they leave the breakout room and return to the general assembly. The initiator trainer thanks everyone for attending and immediately sets a new date for the next networking event. The initiator declares the online meeting closed.

After the meeting

  1.  The note-taker places the notes in MS One Note, for example, and then sends them to all participants.
  2. Each trainee processes the tasks according to the agreements made during the event (managing purchases and sales, handling complaints, drawing up contracts with sales conditions and trade discounts).

Paretolabs

Online Energizers

Exello

Microsoft Teams

Knowledge:

  • Knowing that there is a lot of different open-source software for video conferencing.
  • Able to give/ follow verbal and/of written presentations.
  • Knowing how to use proper methods and tools.

Skills:

  • Technology skills: Knowing how to use the platform.
  • Presentation skills: be proficient in the language, be verbally strong enough, ensure correct pronunciation.
  • Empathic listening:
    • builds trust
    • improves problem solving
    • increases team coherence
    • avoids conflict situation
    • boosts well-being
  • Digital skills:
    • General computer skills
    • Word processing (WORD)
    • Spreadsheets (EXCEL)
    • Presentations (POWERPOINT)
    • Digital e-mail, calendar (OUTLOOK)

Attitudes:

  • Be well prepared: get ready what you want to use: presentations, videos, …
  • Provide a quiet environment without a lot of background noise.
  • Always turn on your camera.
  • Turn on your microphone only when you are speaking.
  • Use the “hand” or chat to indicate when you wish to speak.
  • Body language is important during a meeting: show interest and participate actively.
  • Letting others speak up, being respectful.
  • Being open to new ideas, experiences.

Through this WebQuest, trainees will learn how to set up a meeting/networking event between two PEs with advanced features of video conferencing tools.