Summary: What are the best practices for video conferencing to give great results? And are you aware of the modern way to conference?
You either check the meeting room yourself to ensure you have everything needed and that all equipment is working properly or have someone to check the room for you. You also wouldn’t lock the door the very moment you are ready to start talking. But these are some of the mistakes people often make when hosting a video conference.
It’s great having so many business tools that allow us to work smarter, such as online unified communications tools with video conferencing or screen sharing. But are they being used in the best possible way to give everyone a great experience?
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"If you still need to set up a traditional conference, then as a presenter and a participant, there are some basic mistakes that you should try to avoid"
Test your Equipment
Things change daily and because equipment worked fine previously, doesn’t mean it will work again this time. Test your connections as they may have become disconnected, new software may affect audio or webcam quality or someone else may have used the equipment with a different set up to your current requirements. A simple check of all equipment in advance gives you the chance to address any potential issues.
Also, consider connecting your devices to a power supply as once you start your conference, webcam and audio equipment can vastly decrease battery life. I have seen, time and again, people saying things like “bear with me while I plug the battery into my computer”. I’ve done it myself and learned to be prepared in advance; don’t make the same mistake.
Be ready for your conference before your participants join. Be early and join 5 minutes before its due to start so that you can welcome each participant as they arrive and the conference can commence promptly at the scheduled start time.
Consider your Surroundings
When running your initial tests, it’s an idea to turn on your webcam and look at how you will appear to participants. If you don’t have the ability to view yourself, then see if someone else can join you during testing and ask their opinion of your surroundings. When you host or join a video conference, it is ideal to have either a neutral background or some posters / banners with your business branding and not a view that might distract participants; this portrays a much more professional image.
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