As businesses continue to collaborate more and more with other companies, a video conference is a must. Video conferencing can be an effective way to connect with teams in your own offices or around the world quickly and easily. But it’s also important that these meetings go smoothly so you get the most out of them as possible. This means making sure you have everything you need before start time, having clear expectations for attendees, and not forgetting to follow-up after the meeting.
Here are some tips for making sure your next video conference is a success:
Make It a Short, Focused Meeting
Even if you’re not scheduled for a full-day meeting, it’s important to keep your video conference as short and focused as possible. If people are distracted by other things or getting tired, they’ll be less likely to give their full attention during the meeting–and this will affect the quality of their participation.
The best way to make sure everyone stays focused is by keeping things simple: stick with just one topic at a time; don’t over-plan the agenda; make sure everyone knows what they’re supposed to say before starting; end early if necessary (but only after giving everyone ample time).
Provide the Right Technology
The first step to making your next business video conference a success is to provide the right technology. There are several types of video conferencing software, but not all of them are created equal. You’ll want to use a system that allows you and your team members to share documents and collaborate while they’re on the call.
- Cloud-based solutions allow you access from anywhere, so you can join calls from any device with an internet connection (phones, tablets).
- Onsite solutions require that everyone in attendance have an individual computer or laptop with access at all times–but these options can be more secure since they aren’t shared across multiple devices like cloud-based services might be.
Consider Your Venue
When choosing a location for your next business video conference, consider the following:
- Is it quiet? Ideally, you should be able to conduct your meetings without being distracted by noise or other people. A conference room is ideal because it’s designed to be quiet and conducive to conversation. However, this isn’t always possible; sometimes you’ll need to hold a meeting in another location (such as at home). If that’s the case for you, try finding an area where there are fewer distractions–you may even want to turn off any TVs nearby!
- What kind of lighting does the space have? Lighting can make or break how professional your business video conference looks on camera. Try not only looking up what kind of lighting exists in the space but also testing out different types before filming so that everything looks perfect once recording begins!
- Are there any temperature issues? It might sound silly but temperature plays an important role in how well people perform during meetings; ideally we’d all prefer working under comfortable conditions but sometimes temperatures fluctuate wildly depending on where we live/work so make sure everyone involved agreed beforehand which temperature range works best before starting filming!
Invite Everyone You Want to Participate
The next step to a successful business video conference is making sure you have all the right people in the room. If you want your team to be present, make sure they know about it and how they can participate. The more people involved, the better–but if there are some who cannot attend in person due to scheduling conflicts or other reasons, make sure they know what took place during their absence.
If someone isn’t able to join via telephone call or video chat due to geographical distance (or just personal preference), invite them along as observers online so everyone has access to information shared during those meetings.
Dress for Success!
If you’re going to be on camera, it’s important to dress appropriately. This means not only dressing in clothing that looks good but also wearing clothes that fit well and aren’t distracting. You don’t want viewers focusing on your outfit instead of what you’re saying or doing.
Plan Ahead for Technical Difficulties
If you’re hosting a video conference, it’s important to have a backup plan in case of technical difficulties. Have two or three options for where you can hold your meeting if your first choice isn’t available at the time of your scheduled call. If possible, consider having several different technology options available as well (such as using Skype instead of Google Hangouts). Finally, make sure that someone else knows how to run your meeting if they need to step in on short notice because of an unexpected situation with their computer or Internet connection–for example: “I’m sorry but my computer has crashed and I won’t be able to join this call today.”
Don’t Forget Follow-Up Items or Agenda Items
Make sure you have a plan for what happens next. You want to be sure that everyone knows what they are doing after the meeting. If you don’t have an agenda, then it will be harder for people to follow up on their action items and get things done in a timely manner.
Have a plan for how you will follow up after the meeting: How will you communicate with each other? Will it be through email, text messages or phone calls? Consider using tools such as Slack or Google Hangouts which allow users to share images and video conferences while chatting at the same time! This can save both time and money when compared to traditional phone calls since there won’t be any long distance charges involved if everyone is located within close proximity (you might even consider hosting one from home if possible).
Video Conferencing Can Be an Important Tool for Businesses Looking to Collaborate More Effectively and Efficiently
Video conferencing can be an important tool for businesses looking to collaborate more effectively and efficiently. Not only does it allow you to connect with colleagues and clients, but it also has the potential to save time and money by reducing the need for travel. This is especially true if your company has offices in different locations or works with partners around the globe, as video conferencing allows you to meet face-to-face from wherever you are located.
Video conferencing can help increase productivity by making it easier for teams of people who work together on projects share ideas quickly, eliminating unnecessary back-and-forth communication via email or phone calls that take up valuable time without providing any real value beyond basic information sharing (e.g., “I’m going downtown today”).
Video conferencing is a great way to connect with your colleagues, clients and partners in real time. It can be a powerful tool for collaboration and productivity, but it’s important to remember that it requires some preparation on your part. The tips above should help you get started on planning your next video conference so that everyone has an enjoyable experience!