Virtual Conferencing at PAHO

Washington, D.C.
May 17, 2008.

World Telecommunication and Information Society Day
Theme 2008: Connecting Persons with Disabilities: ICT Opportunities for All

Dr. Mirta Roses Periago, Director
Pan American Health Organization

Since 2006, a total of 1,913 Virtual Conference sessions have taken place in PAHO which included the Regional Office, 28 Country Offices, 8 Pan American Centers, Ministries of Health, academic institutions, other WHO regions and international networks and partners. Of these virtual meetings, 214 were organized specifically by Country Offices such as, Jamaica, Dominican Republic, Argentina, El Salvador, Uruguay, Panama, Nicaragua, Honduras, Guatemala, Costa Rica, Mexico, Brazil, Peru, Bolivia, Venezuela and Colombia. The remaining 1,699 sessions included a broad range of users from different areas, units and centers throughout the Organization. Most recently, the Organization has successfully incorporated the methodology for virtual collaboration in the Governing Bodies Meetings and the Forum for the Election of the Director of PAHO.

Virtual collaboration allows people to work remotely as a team across geographical locations and time zones. Face-to-face interaction is no longer the only means to define and pursue opportunities to support missions, strategic goals and objectives. People are increasingly shifting towards utilizing virtual collaboration tools resulting in greater interactivity, increased participation, communication and a reduction in cost by avoiding costly trips. The Virtual Conference Tool in PAHO has also allowed PAHO staff across the region to share knowledge and information and engage each other and their audiences in a much more dynamic, convenient and interactive manner that is both easy and cost effective.

Using these technologies has helped create a stronger sense of belonging, common understanding and ownership of policies, breaking the chronic barriers to participation due to high cost or time availability. Increasingly, all interested staff can participate and listen to any important event, conference, or presentation taking place in any location of the organization either in real time or by delayed recording, making each of these gatherings an opportunity for learning and growth.

Periodic evaluations of the utilization of the Virtual Conference Tool in PAHO reflect an increase in use over the last two years and especially over the last six months. Different entities across PAHO have actively participated in and conducted numerous virtual meetings to support their daily work objectives and goals. As we continue to advance in 2008, PAHO staff is further increasing the use of this Virtual Conference Tool for different types of knowledge sharing activities and meetings including general staff meetings, international health days and events and technical cooperation and collaboration, such as the daily epidemic alert and response meetings that take place each morning.

The Virtual Conference Tool has played a significant role for better management at PAHO. For example, in November 2007, our PAHO/WHO Representatives were able to virtually attend the "Fourth Global Meeting of Heads of WHO Country Offices with the WHO Director-General and Regional Directors". During this meeting, our managers were able to deliver their presentations and speeches from the Washington HQ Office as well as from Country Offices in real time at the meeting which was being held in Geneva . By using these virtual technologies, the PAHO delegation was able to actively and effectively participate in the sessions contributing to a successful meeting.

The Virtual Conference Tool has also played a significant role in engaging hundreds of global audiences in the International Health Day events hosted at the Regional Office. World Health Day, Human Rights, International Women's Day and World Day on Safety and Health at Work have been successfully transmitted live via the Virtual Conference Tool to participants from different continents of the world. To maximize participation, the International Health Day events were also simultaneously translated in English and Spanish. In addition, many Country Offices and users are benefiting from the rooms created exclusively for the use of this tool, which are available for use twenty-four hours a day, seven days a week (24/7). Overall, the utilization of the Virtual Conference Tool has also contributed to an enormous reduction in travel and related costs. This tool offers staff members of different offices, centers, and entities an increased opportunity to interact with each other, form ties and establish networks that otherwise would have been difficult if not impossible to create.

Virtual collaboration will also enhance collaboration among the PAHO Member States, supporting for example, technical cooperation agreements (TCC), by facilitating interactions through virtual meetings, promoting frequent exchanges between countries and reaching communities that are otherwise difficult to include in discussions.

The adoption of this new and innovative way of working is in direct support to PAHO's results-based management approach moving the Organization to a learning organization that is horizontal, cross-cutting and knowledge based. More professionals are recognizing the value added of the Virtual Conference Tool and how it allows them to work more efficiently and effectively towards supporting the overall PAHO mission of strengthening national health systems and improving the health of the people of the Americas.

Lastly, Virtual Collaboration will also contribute to and foster intersectoral collaboration between the PAHO Member States and their Ministries of Health to enhance health equity among different social and ethnic groups within the countries in a very cost efficient manner.

More information:
Director's NEWSLETTER 2008 - Issue 12, May 23/2008
Director's Article celebrating the World Telecommunication and Information Society Day, on May 17th.
Connecting Persons with Disabilities: ICT Opportunities for All. Message from Mr Ban Ki-moon, UN Secretary-General. from International Telecomunication Union Website
Director's NEWSLETTER 2007 - Issue 7 - May 15/2007
The PAN AMERICAN HEALTH ORGANIZATION celebrates the First Anniversary of the launching of the Director's BLOG, as a contribution to the celebration of the World Telecommunication and Information Society Day, on May 17th.