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Articles in this Issue:
Now More Than Ever - The Importance of Meetings
Whether it's to foster employee growth and understanding, or to cultivate business relationships during difficult times, the purpose of holding a meeting has always been to communicate a specific message and to strive towards a unified goal triumphant as a company and as a team. The key to pulling off a successful meeting and making a team stronger in the process is to bear in mind three objectives. One is to keep employee morale high. Meetings are important in today's business because they help reinforce corporate policies, reiterate short- and long-term goals, provide necessary training exercises, and strengthen crucial ties. On a personal level, meetings help quell employees worried about safety and security issues, improve staff communication, and make sure everyone is on the same page. By discussing items with employees, it allows staff to tackle situations together.
Highlighting these objectives during your off-site meeting means improving the chances of keeping company morale up and workforces positive, productive and, more importantly, involved. The Estates of Sunnybrook is one of Ontario's premier event facilities, holding over 2000 meetings each year at both the McLean House and Vaughan Estate.  The Merits of Video Conferencing & Face-to-Face Conferencing Internet use, e-mail systems, phones and faxes are all considered popular modes of communication in this day and age. Despite the increase in use of technology, the one form that has yet to be embraced is video conferencing.
Cost While both options generally charge a competitive hourly rate or set cost, video conferencing is still perceived as being the higher cost of the two. Many companies may be hesitant to spend money for this equipment, which can range anywhere from $3,000 for a low-end desktop unit to as much as $75,000 for a high-end suite with all the works. Pre-determine a set budget to see which of the two options best suits their limitations and needs. The company's image must be taken into consideration. If you are a state-of-the-art technology company, then maybe using video conferencing equipment at a meeting facility is better suited for you. Security The issue of security and confidentiality is a key issue with both forms of conferencing. Face-to-face meetings happen behind closed doors in secluded and private locations. Video conferencing happens over the Internet, which has been under scrutiny for its security measures. The threat of a hacker or server problem disrupting your web conference is real and something that should be addressed. Even with increased security becoming more common with video conferencing, above stated possibilities still loom. If the meeting is a highly confidential one, look at more discreet, face-to-face conferences to get the intended information across in a small effective group. Reliability While meeting planners can follow general guidelines and tips to putting together a meeting, video conferencing involves a whole different aspect of planning and coordinating. Video conferencing is a relatively new form of technology and a dynamic form of communication. Major advancements have been made in picture quality and reliability. Planners will need someone on hand to deal with any situation that may arise, such as power failures or unclear video feeds. Meeting facilities on the other hand have a less complex approach to them. Managers and staff are always on hand to assist with any problems, whether technical or physical. If a facility is booked up, there are generally a number of alternate meeting rooms that can be considered. As well, there may be resistance to use a tool that someone is not familiar with. Certain questions need to be considered: Am I capable of handling this type of equipment? Do we have the proper system capabilities to run such a process? Do we have a backup plan in case something goes wrong? Personal Communication Although viewed as a technological advancement, video conferencing doesn't have the same impact as a face-to-face meeting. Video conferencing unfortunately has an impersonal feel to it. Unlike a face-to-face, you don't have the collaboration and real-time hallway chat that we've come to expect. Personal contact is key to the success of a meeting. You have to be able to judge the expressions and body language of people in the room to ensure they understand what is being discussed, something that cannot be done over a phone or with video conferencing. Besides, it's hard to end the meeting with a firm handshake when the people involved are miles away from you. Dealing with Computer Bugs & Viruses The increase in Internet use over the years has brought an increase in a new form of communication: e-mail. E-mail has quickly become one of the most popular forms of communication. It allows companies to send each other work documents and files instantly, and allows contact with someone halfway across the world at an inexpensive rate. With this advancement comes the threat of viruses that can carry themselves through networks disguised as a file or attachment. While some of these 'bugs' are minor and can be fixed by a quick system cleaning, others are more complex. These serious threats, known as viruses, have a lasting effect on your system. Certain viruses have the capability to tamper with your computer, delete existing files and infect your system. It may even send itself to e-mail addresses in the address book and repeat the process through them, causing a damaging ripple effect. Computer viruses are a problem that is detrimental to your business. Measures must be taken to prevent them from entering your system and destroying important company documents and files. Avoid Potential Attacks Nowadays, viruses travel disguised as any type of e-mail, including contact e-mails from your family, friends, co-workers or clients. If the e-mail looks suspicious, delete it. Remember that it's easier to delete a file than to clean your system of a virus. Junk Mail Be wary of e-mails that contain unknown attachments. If you find yourself receiving an abundance of junk mail solicitations, referred to as spam, set up a separate folder labeled 'junk mail' and divert the flow of spam to this folder. At the end of the day, delete the folder of its contents. Check your e-mail settings for information on this feature. E-Mail Contests and Surveys Generic e-mails are another form of e-solicitation. These types of e-mails contain ads, contests, polls, and generally prompt users to open up an attachment and enter personal information. Once a virus has attacked an e-mail account, chances are the virus will send out an infected e-mail to everyone listed in the account's address book. If you happen to be on that list, you may receive an infected e-mail prompting you to open the attachment. If an e-mail is not directed to you specifically, delete the file. If the e-mail is sent from a client, contact them and inform them of the occurrence. They may not be aware that a virus has infected their system. Regular System Checks Computer viruses can be placed anywhere, from e-mails to disks. It's possible that some may have entered your system without you knowing, making the situation worse. Check your computer routinely for any bugs or viruses. Most systems give you the option of scanning for any problems. If need be, purchase an anti-virus program that will do it for you, you'll thank yourself in the long run. Themed Meetings - Creating a Positive Work Atmosphere To some, the word 'meeting' conjures up images of sales discussions full of puzzling charts. Whatever the case may be, meeting planners alike have had to re-evaluate and recreate the way people perceive meetings, so that they become a more memorable experience. The solution: themed meetings. Themed conferences and employee events have made a major impact in the way business is done today. Meeting planners of today want employees and clients to enjoy themselves and be productivity at the same time, in turn creating a positive atmosphere. Companies attribute the merits of hosting themed meetings to the simple fact that, when applied in a fun and resourceful manner, they help to improve office contact and alleviate the pressures associated with work. By allowing employees to meet and interact during inspired events, company awareness, morale and productivity greatly increase. The key to achieving these objectives is creativity. Meeting planners must design meetings that reach business goals in interactive and exciting ways. To make the most of meetings, take into consideration the following suggestions: Know Your Audience. Decide if the theme is a match for the employees, something relevant yet fresh and exciting. What would people enjoy? What's Current? When choosing ideas, look at what's current. What can we use that relates well with the company's image? Think Outside the Box. Think of something different and invigorating. Has this been done before? Never Say Never. There are no bad ideas. Brainstorming is a great way to generate employee input and spark related concepts. Is there potential to this? Here and There Looking for a specific menu? Those who are interested in catering their next meeting or event can find our new menus online under the Menus section. Vaughan Estate Showcase Next time you are at the Vaughan Estate, stop by for a view of the archival collage of the Vaughan Estate. These historical photos, displayed within 2 Palladian-windowed Library cases, have been preserved and framed for all to enjoy, and showcase a look at the Vaughan Estates from the late 1920s to the early 1930s. Formerly J.J. Vaughan's private study and Library, it is now the Main Reception area. Estates Award Strikes Gold! We are pleased to announce that the Estates of Sunnybrook has won a "Golden Bell" Gold Award at the HSMAI (Hotel Sales and Marketing Association International Awards Competition) for the spring 2001 Agenda newsletter. There were over 1,500 entries into this creative competition. Of the hundreds of awards given, less than 40 were at the gold level! "We are honoured to be recognized for this work. It is particularly pleasing to see that our work is at the world-class level," said Kirk Brady, managing director. The Estates of Sunnybrook has won several other awards, but this is our first HSMAI gold! |
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Winter 2002 | Spring 2001 | Winter 2001 | Winter 2000 | Fall 1999 | Spring 1999| Winter 1999 | |||||||
Revenues generated from the Estates contribute to further research at
Sunnybrook & Women's College Health Sciences Centre.