10 Tips for Using Video Conferencing Effectively

Video conferencing, without a doubt, is the solution and key to remote working. Whether you and your team is working remotely because of a pandemic, unfavorable weather, unsafe workplaces, or because of a drive to be more eco-friendly, you can utilize this kind of meeting to continue the daily workflow routine. This is why it’s important to make sure every video conferencing is successful and beneficial to your business. Here are 10 tips for effective video conferencing:

1. Let everyone know the agenda

The agenda is the foundation of every meeting, including video conferencing. Let people know the agenda and send an email beforehand. The more detailed it is, the better. This will give everyone a chance to prepare for the meeting. With this, your video conference will surely be purposeful and worthwhile.

2. Make sure you have a stable internet connection

Avoid disruptions or delayed video presentation by making sure you have a stable internet connection. If your internet connection is slow, then your video conference won’t run smoothly as you imagined. Time will also be wasted as you try to manage a poor call. You’ll have to wait for the audio or video to load, you have to wait for the documents to show, and more.

3. Familiarize yourself with the video conferencing features

It’s best to familiarize yourself with the video conferencing features from your conference call provider beforehand. Features such as conference scheduling, audio and video streaming, recording services, and more will help you host an effective meeting. Study these features and practice them if you can so that you’re well-prepared in the meeting.

4. Check your software and equipment

It’s also important that you check your software or equipment. The moment you power up your computer, check your web browser and your video conferencing software. If there’s any update that needs to be downloaded, do it.

After that, check your equipment. Check your camera and make sure it has the right angle and captures everyone in the room. Check your audio speakers and make sure it works just fine. Check your mic as well, so that you know that you’re loud and clear.

5. Assign a meeting leader

Assigning a meeting leader is another excellent way to make the video conference effective. A meeting leader can keep the peace all the while making sure the meeting goes forward. They’re someone who will tackle every agenda item, issues, and concern with a level head. They can also be in charge of encouraging everyone to participate in the discussion.

6. Be in the right place

You also have to be in the right location when participating in a video conference. Otherwise, you’ll risk disrupting the meeting with unnecessary noise or views. If you’re with a remote team, a conference room is preferable. If you’re a remote employee working from home, make sure you’re in a well-lit space, with minimal noise and clutter.

7. Avoid dead air

Dead airs are not only awkward, but they’re also unhelpful and time-wasting. Make sure the conversations are meaningful and if the meeting is about to come to a pause, prompt another question or move on to the next agenda item.

8. Get rid of any distraction

You need to get rid of any distraction and you need to encourage the rest of your team to do this as well. Mute phones, close emails, close doors so no noise or any person will barge in.

9. Observe meeting etiquette

The setup might be different when it comes to video conference meetings, but that doesn’t mean you shouldn’t observe the same etiquette. Make a habit of observing etiquette and encourage everyone to do the same thing as well. Dial in early, show respect to other participants, make introductions, and more.

10. Record the video conference

Lastly, make sure to record the video conference. The recording can be sent out to the team as part of the follow-up email. It can also be stored as documentation of the meeting, which can be used for reference in the future.

Make every video conference count with these video conferencing tips. The more you instill these things in your meetings, the more you know you’re being precise and effective.

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