Archive for June, 2017

Why Video Conferencing is Improving Productivity and Reducing Costs in today’s Organizations.

June 19th, 2017

Recent developments in technology give to your video conferences the same sense of connection and collaboration of real life meetings. In addition, video conferencing allows staffs to share data in a way that is not possible in live meetings which have become even more expensive as a consequence of the increase in travel costs.

Video Conferencing is going viral not only in the cutting- edge technology companies of Silicon Valley, but also in more conservative and slower-to-change organizations like Accenture that plans to add 22 video conferencing rooms to the existing 13


So, what is there behind this change? The answer is quite simple. Video Conferencing allow managers to cut down on costs by increasing productivity.

In facts, moving digital bits become more and more affordable than moving people’s bodies as travel costs increase. According to Executive Travel (source: , sending a worker on a flight costs now over 1000 $, and the average daily costs for car rentals, hotels, meals etc. rose up to an astonishing 319$ per day in 2016. In comparison, the price of a R-HUB`s ( video conferencing server ranges from 995$ to slightly over 2000$. It means that an organization opting for this technology will be paid back in only four/five saved travel days of one of its executives!

On the other side, the costs to dispatch bits to IP addresses have been plunging down and the ones of web conferencing tools as well. In other words, video conferencing is cheaper and cheaper.

The traditional objection that virtual meetings are necessarily poorer than live meetings is now beaten by the technological development of the last year. Video presence and high definition give a video conference the same sense of connection and collaboration of real meetings. So, it is possible to build the sense of comradery and appurtenance to the organization also through video conferences.

In addition, during a virtual conference it is possible to share data in an easy and immediate way through some specific tools like file sharing. Decisions can be speeded up a lot, workgroups become easy to organize and manage, and communication to the organization as a whole is finally possible.

The process of hiring and training staff is streamlined. Decisions become quicker, so that your organization is more reactive and abler to quickly adapt to the actual situation of market, with subsequent better results.

In conclusion, video conferencing has become a leading technology in today’s organizations because it is able to increase productivity while reducing decision times and organizational costs. Recent technological developments have improved video conferencing so much that the objections on the poor quality of virtual meetings have fallen. Last but not least, going virtual is more and more inexpensive because the high competition existing among video conferencing service providers reduces prices.

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How much do Hybrid Events really Cost?

June 15th, 2017

Virtual conferences are, as everyone knows, pretty inexpensive. How about hybrid events? Being a combination of a virtual component and a live in-person event, hybrid-event costs are higher. Let’s go deeper into this topic, in order to get a clearer idea of hybrid-events advantage.

Hybrid events are on the increase, as they can be really amazing and value-adding for any organization. According to Midori Connoly, CEO of Pulse Staging and Events, “the hybrid format has become very popular; it is almost becoming the standard” (source: The secret behind this success is “the video component that is where it is really going to take off”.

So, let’s go hybrid and let’s enhance the video component. But how much does it cost?

First, put in mind that it is necessary to hire two staffs to give a hybrid event.The first takes care of the “real” event; the latter manages its virtual component. Luckily, it is possible to save money by using products like R-HUB`s TurboMeeting ( that do not need a dedicated staff as being self-installing and self-configuring. A TurboMeeting server is also very compact, light and inexpensive because of R-HUB`s flat license policy that allows users to add a virtually unlimited number of participants to any conference.

Second, you need to have the equipment to register your event. It is not necessary to buy microphones and cams; you can hire the necessary equipment from a specialized service. Better idea is to outsource the whole task to a video producer. In that way, you won’t get crazy by handling complicated and difficult to set tools. The producer will bring in its staff and equipment and assure you a professional outcome without much pain.

Third, don’t underestimate timing.The real conference must be carefully prepared. This means that you’ll have technicians and directors around even the day before the great event, as they need to test lights, cameras and equipment. Maybe, it could be necessary to take even a rehearsal. Same on the virtual side: you must be sure that the event that was prepared with so much care will be really broadcast with the top-video quality. This usually takes some time for the necessary tests and adjustments.

Fourth, wonder whether your hybrid event is really profitable. You will quickly discover that the budget for a hybrid event could overcome 30.000$. Are you willing to draw out all that money? And, if the answer is positive, what is the break-even point that makes your hybrid event profitable? In some few cases, a classical event without its virtual component could be ever a better solution, especially if participants have to pay their tickets. So, think twice.

In conclusion, hybrid events can be a great way to add value to your organization or your products in many situations, but not always. So, it is important to plan costs and have an idea of the expected benefits in advance, in order to avoid bitter disappointments.

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Are Free Virtual Conferencing Solutions Really for Free?

June 12th, 2017

True hidden costs of free virtual conferencing products could be more expensive than you expect.

Who has been never allured by free conferencing tools at least one time in life? Yet, you should remember that nothing comes for free: paid solutions can be expensive, but they have their pros. On the other side, it is a common misconception that the free version of a product must be as effective as the paid version. The reality could be far different: in this article, I will explore the most common flaws of free tools for virtual conferences.

Be aware of the phone bill

Free conferencing solutions are often based in the US, which means that users are charged for their calls. This could be very burdensome for your customers, especially if they have to call from abroad, as long-distance rates are decisively high. So, don’t be surprised if your foreign customers are reluctant to join your conference calls.

The missing functionalities

The usual marketing trick of most producers of virtual conferencing solutions is to provide users with a limited set of functionalities in the free version, so that they are enticed to shift to the paid version in a second time. So, don’t be too much surprised to discover that the function you desperately need is available in the paid version only.

On the other side, paid solutions are very rich in functionalities that greatly improve security and productivity, from speaker identification to reporting and recording. Naturally, you have to give something for some more comfort.

Free, but not scalable

When your business grows, a conferencing solution with limited features becomes a real bottleneck.  Unfortunately, not every free product is scalable. And migrating from one platform to another is often a pain in the neck. It is better to spend something more and start immediately with an inexpensive, but scalable, paid solution, than regretting after.

The customer service that is always out of service

When something is free, money must be saved somewhere, mustn’t it? The somewhere is usually the customer support. So, don’t be surprised to get little, if no help with a free conferencing product when something goes wrong. In other words, free solution is not 100% reliable, which might be acceptable for private usage, but it is too bad for business usage.

The take away from this article is that free conferencing does not come really for free. You buy cheap, you buy twice. You’d better spend something more in the beginning in order to get a reliable and full service rather than trudging along with unsatisfactory, incomplete free software.

Are you interested in virtual conferencing? You are going to find more interesting resources on R-HUB`s blog at

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The Secret of Making your Virtual Conferences feel like Real-Life Face-to-Face Meetings

June 9th, 2017

A seven step procedure for making your meetings from remote even more real than the ones in person.

One of the most-known downsides of virtual conferences is that they are not in person. Therefore, the question comes up naturally: is there a way to make a video conference feel like a real face-to-face meeting? The answer is yes. If you take the necessary steps to host and manage your conferences in the right way, the feeling of being experienced something virtual will disappear in the participants.

– First, don’t forget good manners. The temptation to go causal during virtual meetings is strong, as you often conference in while staying in the lap of comfort of your home. If you wish something that feels real, act like in real life. Dress properly, control your body language and introduce yourself or make an introduction to the topic in the right way, if you have to lead the conference.

– Second, prepare the meeting. It is important to keep in mind that virtual conferences can be recorded. Thus, it is better to secure the environment where you are going to stay in advance, in order to avoid finishing on YouTube as outstanding example of hilarious speaker. For example, you should take some measures to avoid your children coming into the room during the conference and ensure an acceptable level of noise. Weird or improper objects in the background or in the angle of view of your pc cam should be removed; lighting should be adjusted so that you appear sharply and well-defined.

– Third, involve participants. Guests’ involvement is what really makes the difference between a boring lecture and a lively video conference in most situations. Participants will feel important and considered, and they will come again with pleasure at next conference. Involvement is also useful to make your participants remember your words, as there is evidence that active participation triggers people’s memory much more than taking down notes on a notebook.

– Fourth, set aside to the standard rules of holding meetings. Today, we have deep knowledge of the complex mechanisms behind meetings (real and virtual they may be),thanks to the many psychologists that have been studying them for decades. Therefore, it is necessary to follow the standard rules they have laid down, like speaking one at a time and switching off cell phones and other devices that could become possible sources of distractions.

– Fifth, don’t pretend to be in a real life meeting. Strategies could make you look ridiculous. Never forget that you are on line and you are speaking through a digital media. Simply be professional, and don’t ask the attendees to your meeting for too much, especially if they are novices. They could have problems in using the GUI with subsequent discomfort and embarrassment. Remember that simplicity is always the best strategy.

– Sixth, use technology to make the interaction with your audience as real as possible. Don’t be mean and invest in hardware. HD video conferencing, for example, can improve very much your participants’ experience; solutions like R-HUB TurboMeeting ( can assure you and your audience seamless conferences with hi-definition, sharp images and crisp clear audio.

– Seventh, have fun. The human element is a key-factor of success in any virtual meeting. Including some element of fun will relax participants and make you sound and look much more natural. In other words, it will make your meeting feel more real, and this is exactly your goal.

If you are interested in techniques and tips to hold virtual meetings, you are going to find more resources on R-HUB`s blog at

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New Frontiers in Video Conferencing: The Virtual Public Notary is coming

June 5th, 2017

Virtual conferencing allows public notaries’ customers to have their deeds formed and signed just with one click.

When dealing with bureaucracy, I think that it is difficult to imagine something more annoying than going to the public notary. However, despite the recurrent promises of politicians about bureaucracy simplifications and red tape shortenings, citizens still need the assistance of a public notary with many important business operations that imply copy and signature authentications. So, no matter whether you are buying the house of your dreams or opening new bank accounts; in any case, you’ll have to call in the notary at a certain step of the procedure.

In common experience, the problem with these professionals are time and money waste. Despite their apparent simplicity, authentications are operations for which you will be usually charged much more than you can expect. Another pain in the neck is the need to take an appointment and spend at least half day waiting for a public notary that is often too busy to give us quick attention.

All these issues can be easily solved with virtual conferencing today. Consider, for example, that one of the main reasons behind public notaries’ high professional fees is the need to pay the rent of the office. Through virtual conferencing, a public notary could operate from home, save money from the office rent and then decrease his fees.

To managethe appointments, there are many cheap agenda applications on the market that are perfect for the purpose. Documents can be easily scanned through any pc’s in-built web cam and then shared by using the special functionality that is present in most video-conferencing solutions. The authenticity of the signature can be then easily checked through the screen by simply watching the customer signing. Plus, in a video conference it is also very easy to shoot the moment of the apposition of the signature and keep a record in that way in the archives as piece of evidence. Solutions like R-HUB`s TurboMeeting  can be integrated with most public notaries’ archive management systems, besides ensuring the necessary level of data protection and hacker-proof resistance.

In conclusion, thanks to modern technologies all the principal tasks that are usually performed by a public notary in his office can be done online today. Among the several available technical solutions, the ones that utilize on-premise servers are the most recommendable in terms of data protection and conformity with safety standards, although there are very good products also among the cloud-based solutions because of the newest systems of encryption that are able to  ensure similar high levels of data protection .

At this point, the readers will not be surprised to know that there are already some online services for notarizing. For example, Online Notary (; another one is Notarize ( which is managed by the commonwealth of public notaries of Virginia. Costs of these new online services are quite affordable and customer satisfaction seems high. Maybe they cannot replace complex services – like asking for advice on complicated legal matters – but they can certainly be helpful in everyday life operations as having your signature on your bank account application certified and authenticated.

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