Simple Tips for Running a Successful Video Conference

Adding video conferencing to your telecommunications package can bring a host of benefits to your company.

These include high quality audio and video capability, the option of conferencing in person with a new prospect or hire instead of a traditional phone call, the ability to instantly share files and other digital information, and more.

However, making the most of this extremely sophisticated technology requires using video conferencing properly. Here are nine invaluable video conferencing best practices to aid you in maximizing the effectiveness and usefulness of your newest communications tool!

  1. Do a dry run before your actual conference. This lets you ensure that everything is working properly, from the audio and video to file upload and screen sharing software.
  2. Aim for a gaze angle that results in the least amount of head movement. This means placing your camera close to any source of materials you will be referring to and reading from, so you will be looking in the direction of the camera the majority of the time.
  3. Use a lighting source in front of you. Side lighting can result in strange shadows, and backlit video makes you look dark and foreboding. A desk lamp behind your monitor or a floor lamp situated behind your desk are optimal unless you have a desk near a window with terrific natural light.
  4. Wear clothing that is professional and which will not be distracting on video. Light blues, pale yellows and other muted shades work best; avoid stripes or bright reds, oranges or purples.
  5. Don’t forget to introduce yourself (and the name of your company and / or location). “Good afternoon everyone, I’m Jill Barrister from the TriCare Medical headquarters in Austin”.
  6. Direct questions to a specific individual when possible. “Does anyone have a suggestion?” often leads either to multiple people trying to speak at once or dead silence as everyone waits for someone else to speak up. Instead, make eye contact and address each participant in turn to allow them uninterrupted time to share their thoughts.
  7. Expect a tiny delay in responses, depending on the quality and speed of your connection. Keep gestures slow and smooth to avoid a jerky image. If you have plenty of dedicated bandwidth, these will be almost undetectable issues.
  8. Use the mute function to cut down on excess background noise – from phones ringing to papers rustling. If you have an echo, the mute button can cut down on this problem as well.
  9. Invest in proper accessories. Headsets with a built in mic are preferable to using external speakers and a hand held microphone; the latter can cause terrible feedback loops.

Following these suggestions will make use of your video conferencing capability much more productive, and help each session to flow smoothly. Take full advantage of every benefit new technology offers, and stay ahead of the curve with every new addition to your communications toolbox!

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