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Electronic Meeting System (EMS): definition, operational principles, importance of usage

November 18, 2023
Nikita Dymenko

Nikita Dymenko

Categories: Reviews

Electronic Meeting System
EMS (Electronic Meeting System) is an advanced digital platform that aims to enhance collaboration during video conferences. This state-of-the-art system enables seamless interaction between meeting participants, facilitating real-time information exchange, streamlining decision-making processes, and even enabling online voting.

In contrast to traditional meetings, electronic meetings overcome physical limitations by taking place in the virtual space. One key aspect that distinguish EMS is its ability to create a level playing field for all participants, allowing them to actively participate in discussions, regardless of their location.

What is an Electronic Meeting System, and How Does it Work?

  1. EMS significantly improves the effectiveness of meetings. Participants can leverage a wide range of features, including screen sharing, document exchange, and other real-time collaborative tools. This way, you can facilitate smooth teamwork and seamless cross-department communication. Consequently, time is saved, allowing participants to devote attention and effort to critical issues with maximum focus and efficiency.
  2. EMS simplifies meeting management, thereby broadening the range of participants. It enables people with disabilities or those who are remote to actively participate in and contribute to their organization’s workflow.
  3. The implementation of EMS can be cost-effective for companies by reducing costs associated with the rental and maintenance of conference rooms. Also, the absence of the need for business trips leads to savings on travel, accommodation and catering for meeting participants. This, beneficial for companies located in several cities or countries, as well as for those with geographically distributed employees.
  4. Virtual meeting applications create a secure area for dialog. These tools are equipped with robust security features to keep important data safe and conversations private. This is very important when discussing private or sensitive issues or sharing personal information.

Top electronic meeting system (EMS) benefits

Key Principles of EMS Operation

The basic principles of an EMS include using a digital meeting platform or application, coordinating and maintaining order in meetings, ensuring seamless communication and information sharing, and strict security and confidentiality measures. Adherence to these norms is key to the effective management and productivity of virtual meetings and conferences.

electronic meeting system (EMS) speeds up project implementation timelines

Features of EMS Functionality

Online meeting platforms differ from conventional groupware and video conferencing in that they promote more collaborative work. Groupware extends the functionality of online meeting systems to enhance teamwork, while video conferencing provides additional capabilities to capture and analyze group activities. Conversely, online meeting systems complement video conferencing with features such as screen sharing and voice communication.

However, the use of online meeting systems has certain limitations. There is the possibility of encountering technical problems due to unstable internet connections.

Examples of Using Electronic Meeting Systems

Virtual conferencing has become indispensable in numerous professional environments. These solutions enable companies to efficiently organize and handle a variety of events, from internal team meetings to large-scale conferences with clients and partners, as well as major virtual industry exhibitions. Educational institutions are increasingly using these virtual solutions to conduct online classes, seminars, and gatherings, with the bonus of being able to store and archive the recordings of these events. These tools are vital for international engagement, simplifying the process for individuals in distant locations to come together and discuss issues. In addition, many of these platforms have a built-in translator so that people speaking different languages can understand and communicate with each other in real time. Furthermore, government agencies and local organizations are more frequently using these virtual platforms to enhance the productivity of their meetings and training activities, applying them to a wide range of areas.

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