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How do I conduct a successful video conference?

Posted by: Schepisi - Monday, May 05, 2014

Previously, video conferencing carried a misconception of high prices, clunky set up, and unreliable quality, but for the past few years, it is fast becoming one of the standard modes of communication within businesses and companies worldwide.

A video conference enables immediate information exchange, and Lifesize video conferencing can help to greatly reduce travel time and money. 

International borders are erased, and with easy set-up, you can enjoy HD video and audio quality, no matter your global location. 

Ace your next meeting with these video conferencing tips.

When conducting a video conference or meeting, there are a few things to be wary of. We’ve compiled some great tips for before, during, and after your video conference.


Preparing for the video conference

Create a tight agenda for the meeting:

Know how much time you have to talk, and make sure you map out your plan quite specifically to reduce the chance of rambling! Don’t forget to factor in time for participants to ask questions or for clarification.

Prepare your documents:

Email through any content that is to be shared between both parties. This is great for their own pre-conference preparation and will give them a clear outline of the procedure, as well as any expectations.

Practise!

Record yourself practising your introduction then watch it back: you’ll get a good feel for the tone, speed and clarity of your words. Remember to relax, and make sure every word is effectively communicated. 

Send a reminder email the day before:

Refresh participants’ memory of any expectations or preparations for the meeting, as well as a reiteration of the time and location. 

Choose your outfit:

Avoid stripes and patterns – this great detail can be distracting. Stick with neutral, professional clothing.

Be early:

Fifteen minutes before the video conference is scheduled to start, make sure everything is in working order and all your supporting material is ready. Additionally, be aware of both natural and artificial lighting - you don't want a huge shadow cast on your face!

Factor in time differences when you're preparing for a video conference.

During the video conference

Introduce all parties:

Introduce the two locations as well as all video conference participants. Also make note of any absences.

Use visuals:

A video conference might be a new method for some participants, so draw and keep their focus with interesting and relevant visuals to accompany the meeting’s context. 

Be conscious of the mic:

Avoid shuffling papers, clicking pens and tapping the desk.

Stick to the agenda you created before the meeting (you did create one, right?!):

This is easier said than done, but remember, you're not the only one taking the time to be a part of this meeting: keep in mind your participants are investing their own time, too.

An efficient meeting is an effective meeting. If you end up with a bit of free time at the end, then you can have a quick chat, but get the job done first, and avoid going off-track. 

Record the meeting:

The recording can be a great resource for participants to revisit, as well as for those absent from the meeting.


After the video conference

Thank participants:

Follow up with a quick email to thank all who attended and contributed to the meeting, and be sure to ask for any feedback for the future.

Inform absentees:

Send the recording or let absentees know where they can access the video conference online, so they can catch up on what they missed. 

Provide your own feedback:

Consider anything you would do different and plan accordingly for the next video conference.

Lifesize Video Conferencing

Communicate more frequently and with greater ease with colleagues, partners, and affiliates, regardless of your worldwide location, with a Lifesize Video Conferencing solution from Schepisi Communications. Speak to a Schepisi Lifesize expert today.

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