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When running a meeting, the first thing you do is make sure you have everything prepared and organised. You might double check the meeting room to ensure that all the equipment is working properly and all paperwork and handouts are prepared. When it comes to hosting a virtual video conference however, there a many issues that are often overlooked.

It’s great having so many business tools that allow us to work smarter, such as online Unified Communication tools with Video Conferencing or screen-sharing. But are they being used in the best possible way to give everyone a great experience?

How do Conference Calls work?

The Telecoms World Conference Call service connects multiple callers worldwide into single audio or video call (up to 99). A dedicated conference number is provided to invitees along with a scheduled time and PIN code. Each of the invited parties will dial-in to the main number and enter the 8 digit PIN - the callers are connected in one call.

• Build a conference service on any business number

• Configure access codes and secure private PINs

• Customise the solution with branded introduction messages

• Capture audios and record conference calls in the cloud

• Activate video functionality at the click of a button

How do I setup a Conference Call PIN?

An access PIN to the conference call can be configured through an online portal or a dial-in service. For security reasons, the PIN must be a minimum of 8 digits (e.g. #91283746) and the connection is established within a time parameter. When the PIN becomes active, callers enter the 8 digits, and the conference with multiple individuals will begin.

Does my business need Conference Calling?

Imagine how professional and efficient it would be to host a conference call between employees and/or clients by calling a dedicated number (chosen by you), a personalised welcome message and using a dedicated PIN to access the call. Automated email invitations and reminders will help you coordinate your calls and make sure all your participants know how to call and when.

The other option is the video conference service, which is tailored to your business needs with a custom URL. The branded welcome screen and a range of features to share screens, content and presentation files give you a professional service with little effort.

Your Video Conference Checklist

"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 Early

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 a good 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.

The Latest Video Conferencing with Wildix!

The modern way to conference with Wildix Cloud PBX allows you to be mid-conversation on the phone, or any device, and switch to screen share. Instantly turn your voice call into a video call and seamlessly continue the conversation. Share files instantaneously and collaborate with your colleagues and clients using the latest web-based, real-time solution.

• Easy set-up with no additional hardware or software to install

• Secure file share of audio, video and docs from browser-to-browser

• HD video plus high audio quality with easy screen-sharing

• Integration on any device to take the conference with you

• Easily invite participants by email to join the conference via a link

Wildix Video Conferencing guarantees the best audio and video quality. Start a video conference from the web interface with no additional hardware or software to install. Invite colleagues or external users at any time and choose whether to activate the conference in audio and video or audio-only mode. Perfect for desktop, tablet and mobile, video conferencing is available on all types of device.

Get in touch with one of our Conference Calls and Wildix Cloud PBX Phone System experts on 0800 774 7772 for more information on how to enhance your video conferencing for staff and clients.