Simple Business Guide to Faster, More Effective Video Conferencing
Video conferencing has enabled companies to conduct their business well. The new method of conducting meetings gives way to multiple benefits for any organization. You can significantly reduce travel expenses, as video conferences are held with teams dispersed across regional offices. You can retain the best employees, as video communication helps them maintain work-life balance. It can help companies to be more competitive as they communicate better and faster. However, certain things need to be practiced to ensure the benefits of video conferencing. Companies can use this guide.
Prepare for the video conference. From creating a detailed agenda to arranging a meeting start and end time, all meetings held via video conference will run smoothly when people are fully prepared. Materials should also be prepared well in advance. Those leading the meeting should determine whether or not they will need to provide an electronic version of the reports. If so, it would be ideal to email such reports to participants prior to the meeting.
Choose the right room for the video conference. This is especially crucial for brainstorming sessions when participants need to focus and deliberate on multiple ideas for any given project. When the room has too many windows, close the curtains or blinds to eliminate distracting glare on the video monitor. Natural outdoor lighting combined with indoor lighting can affect video images. Using the right video conferencing solution that includes high-end audio and video components can also ensure the clarity and stability of every meeting.
Make sure the audio is working properly and everyone can hear each other before the meeting starts. Also, observe proper video conferencing etiquette. This means speaking in a normal voice; speak into the microphone and not move from side to side, which will cause the speaker’s voice to fade in and out at the far site; and limit or avoid unnecessary gestures (eg, touching the table, fiddling with a pen, or shuffling papers) that distract other participants.
Limit side conversations to avoid confusion during the conference. If consultation with those in the room cannot be avoided, let the far site participants know that the “mute” button will be pressed for a quick consultation with the team.
Finally, choose a video conferencing specialist who provides a wide range of systems. Whether it’s for boardroom video conferencing that requires an interactive whiteboard or a large lecture in an auditorium, the ideal specialist will have modern equipment to install and a high level of experience to maximize team effectiveness.
Video conferencing is a good way to keep business costs down. By observing a few simple guidelines before and during video conferencing, any organization can conduct productive meetings and realize the many other benefits of this modern form of communication.