Videoconferencing software is a powerful tool for project managers who are required to use virtual solutions to communicate with team members or need to enhance their information delivery (Blau, Weiser & Eshet-Alkalai, 2016). Specifically, video conferencing software can facilitate the execution of the organization’s strategic plan. This is because as an organization continues to grow and become multi-national or global, the workforce becomes proximally distributed across the world, hence, there are challenges for project managers who need to communicate with a team that is an inter-regional or international audience (Daim et al., 2012). There is a multitude of different options available to organizations, which will solve this problem through computer-mediated communication. Email and instant message systems are useful when project managers are required to engage in asynchronous or synchronous informal communication (Daim, et al., 2012). These tools are also useful because the project team members can read back over text to understand the conversation better. If the organization’s strategic plan involves the use of team members located around the globe, then these people can also translate the text using translation software. The problem with these tools is that there is a lack of naturalness, and because of this lack of naturalness, team members can lose a sense of belongingness, personal connection to the message of the project manager and a crisis of leadership.
When the company’s strategic plan relies on the use of computer-mediated communication software, videoconferencing is useful because it is able the most natural means of communication other than face-to-face communication (Blau, Weiser & Eshet-Alkalai, 2016). This naturalness is a vital element of the team because the project manager is able to build trust, cohesion and leadership among the people who are members of the team (DeRosa, Hantula, Kock & D’arcy, 2014). Project managers are responsible for building a strong and effective vertical relationship with the members of their team as well as create strong and collegial horizontal relationships between team members (Daim et al., 2012; DeRosa, Hantula, Kock & D’arcy, 2014). Videoconferencing supports team building better than other tools.
Technologically savvy project managers should be able to effectively maximize the use of videoconferencing tools in such ways that information is effectively delivered. Modern tools such as Polycom and Redbooth make it easy for project managers to integrate video and graphic information into a presentation. Project managers can illustrate their ideas through these tools.
The Redbooth tool integrates task management and timeline with communication (Redbooth, 2016). There are multiple options available for communication, and these options are text, audio and video based. The advantage of this tool is that it is fully integrated into a project dashboard for project team members and the manager. The tool also makes it easy for team members to communicate. The problem with the tool, however, is that it is somewhat limited in regard to video conferencing. Inserting media into conversations cannot be done (Redbooth, 2016). Files can be shared, but one person cannot share multiple video sources at the same time.
Polycom is a dedicated videoconferencing solution for project management. The options that are available for project managers is robust, and make this tool useful for managers, even if they are working in the traditional face-to-face environment in order to enhance their communication. Polycom can facilitate enhanced media presentations with video, real-time streaming and screen shotting. A vital advantage of the Polycom solution is security. Polycom has specifically focused on security. Project managers are typically working on research and development projects or the development of new knowledge (Polycom, 2016). Security is vital, however; it is not a focus of a lot of project management software. Polycom responds to this gap in the market with their RealPresence Platform security. Polycom, unlike Redbooth, does not have tools for project management and task monitoring.
In comparison, the choice between Polycom and Redbooth is not simple. If a team requires a deep level of management and task supervision, then Redbooth would be the best selection. Videoconferencing is just one service they offer; however it is not a robust tool. If the project manager will be engaged in many, lengthy discussions about a new product being developed, Polycom would be the best choice. Polycom would respond effectively to the need for vibrant video software and secure the communication. There are other things to consider such as cost, training on use, bandwidth in countries not wired well, etc.’ however, in general, these are the specific benefits and drawbacks of the technologies.
References
Blau, I., Weiser, O., & Eshet-Alkalai, Y. (2016, June). Face-to-face versus one-way and two-way videoconferencing: How medium naturalness and personality traits influence achievement and perceived learning?. In 2016 11th Iberian Conference on Information Systems and Technologies (CISTI) (pp. 1-3). IEEE.
Daim, T. U., Ha, A., Reutiman, S., Hughes, B., Pathak, U., Bynum, W., & Bhatla, A. (2012). Exploring the communication breakdown in global virtual teams. International Journal of Project Management, 30(2), 199-212.
DeRosa, D. M., Hantula, D. A., Kock, N., & D'Arcy, J. (2004). Trust and leadership in virtual teamwork: A media naturalness perspective. Human Resource Management, 43(2-3), 219.
Polycom. (2016, August 31). Retrieved from http://ps.polycom.com/.
Redbooth. (2016, August 31). Retrieved from https://redbooth.com/.
