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How To Make Video Conference A Breeze

Video conferences bring a number of advantages for companies of all sizes. The technology allows you to speak face-to-face with your colleagues, clients or suppliers, wherever they are in the world. Naturally, better communication, collaboration and creativity happens when we’re speaking with our co-workers directly.

Written by Courtney Farrow

October 2018

Can you hear me now?

Whilst phone conversations, email threads and instant messaging each have their place in the modern office, video calls boost the effectiveness of the meeting, as well as provide a richer experience for all.

However, how frustrating can it be when there’s a poor connection, no one knows how to turn off mute and the first 10 minutes of your conference is spent ironing out issues?

We’ve got a few tips for you to help your video calls run smoother.

4 Ways To Host Better Video Conferences

Know why you’re going to set up a video call.

Ask yourself, could this be dealt with more efficiently via an instant message, an email or a quick phone call?

Sure, video conferencing enables more productive collaboration, but using the tool for every conversation can be a waste of everyone’s time.

Set out why you are arranging the meeting and explain the agenda clearly to the invitees. We’d also recommend attaching the agenda to the invite or adding it to the event description.

This way, everyone knows why they are there, what is to be discussed and how they can be prepared.

Video Conferencing Productivity Stat
Source.

Check your connection.

A bad internet connection is your enemy when you’re trying to execute an efficient video call.

Ensure the room or building you’re planning to connect in has a reliable Wi-Fi signal well before your meeting is about to start.

In the meantime, you also need to be wary that the connection is secure. Most online meeting software provides good security settings, so you can control who can access the meeting and reduce your risk of a breach.

On top of this, most tools also encrypt your data and scramble the information, hiding it away from prying eyes. This is especially important if you regularly use coffee shops or public Wi-Fi hotspots to host video calls.

You never know who could be sat sipping a latte whilst snooping on your private business call!

Share your screen and turn on your camera.

It’s the visual aspect of video calling that makes it so powerful. When people can see and interact with each other, they are more likely to have a productive conversation.

Put on a nice shirt and turn on your camera, even if you are secretly wearing PJ bottoms out of shot!

Meanwhile, don’t forget the screen sharing tool that is offered by many video conferencing programmes.

By allowing people to view what you’re talking about – whether it’s a document, powerpoint or website – you can make sure your point is understood.

Arrive early.

Encourage everyone to be ready for the call at least 10 minutes before the meeting. This gives everyone plenty of time to overcome common issues, familiarise themselves with the video software and get ready for a productive session.

There’s nothing worse than starting off a conversation with technical hiccups. It only breeds frustration and distraction and sets a sour tone for the rest of the meeting.


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