Should you email the file to everyone?
You could, but that approach has drawbacks. First, you’ll have to break the momentum of the call while everyone waits for you to grab the file, drop everyone’s email address into a new message, send it, and wait until they all receive it and pop open the file.
Second, you know that some of your team won’t be able to resist jumping ahead, reviewing the file without waiting for you to talk them through it. That means not everyone on your call will be focusing on the same thing. (This, by the way, is why meeting experts advise against handing out a hard copy of your PowerPoint® file at the beginning of your presentation.)
A third problem is that by sending out copies of a draft that isn’t finalized, you might have version-control issues down the road, as your team mistakenly refers to or shares this old version with colleagues later.
And the fourth problem might be the biggest; now you’ve opened the email can of worms. People won’t be able to resist scanning the rest of their new emails, opening messages, and jotting replies. You might never regain your team’s undivided attention.
How about just describing the file to your team?
Yes, you could simply explain to your team what you’ve been working on without sending it to them. That would definitely let you keep the momentum of the call flowing, and it would keep your team from being distracted by having to jump into their email.
But this brings us back to the eyewitness problem. If you’re just telling your team what you’re working on (or what you want them to work on), rather than showing it to them, there’s a good chance different members of your team will hear and interpret what you’re saying differently. That can lead to confusion and teammates working on the wrong things, because they couldn’t fully visualize what you were describing.
The solution: share your screen
Now let’s say instead of an audio-only conference call, you’re hosting a free Glip video call with your team. You want to walk them through your presentation file. All you have to do is click the “Share Screen” button in your toolbar and you can show your team the file—all in real time, and without having to leave your RingCentral app. That means you won’t break the momentum or focus of the call, and your team won’t have to guess about what you’re describing. But there’s a lot more to Glip’s free screen share feature than simply sharing your screen. Here are some other cool things you and your team can do:
Mark it up
Glip is a collaboration tool, after all. So when you share your screen, you and anyone else on the call can mark the file or page up in real time. Draw circles around the cool stuff (or the really awful stuff you want to get rid of). Add some text notes so your teammates can see it. Use the “Spotlight” tool to draw everyone’s attention to a certain part of the screen.
Save your collaborations
When you and your team have annotated the heck out of your file or whatever’s on your screen, you can keep a record of your hard work by saving the annotated file. You can drop this file right into your RingCentral app so the team can view it anytime. And don’t worry, the real-time collaboration work you do to mark up the file when screen sharing won’t affect the original file at all.
Record the whole brainstorm session
What happens if you’re sharing your screen in the RingCentral app and as your team is annotating your file one of your colleagues says something brilliant? What if simply being able to make notes on the screen in real time gets your team’s creative engine revving? (As Glip’s users tell us, this happens all the time.) What if great ideas and insights are bouncing back and forth nonstop on the call? If your team isn’t actually adding all of these ideas as text notes with screen share, can you still capture them? You bet you can!
Glip lets you record part or all of your video calls, which means you can make a record of your screen share brainstorming session and return later to all of the creative ideas that session generated.