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Top 7 video conferencing tips to ensure effective virtual meetings
May 1, 2006
By: Alice Osborn
Video conferencing shortens the distance between people
and places while maximizing time by utilizing technology to
substitute physical meetings with more time and cost
effective virtual meetings. If a video conference is
conducted successfully, then the conference participants
will have given and taken exactly what they needed from the
meeting, and they will feel that their time was productive.
However, if the meeting did not go as planned, if the
conference equipment fails, or if it led to greater
confusion than before, then fewer video conferences may be
conducted, which will not promote the company's
communication systems. These systems must be used to remain
cost effective and realize a positive ROI. To prevent video
conferencing mishaps from happening, here are seven
guidelines that will lead to successful video conferencing
every time.
- Test the conferencing equipment in advance and ensure
that you have a contingency plan for emergencies so
everyone will feel more comfortable during the conference.
It's also a good idea to have a dress rehearsal with
conference participants for everyone to familiarize
themselves with the equipment and system set-up. For
example, if you have a voice-activated system in a
multi-point conference (a conference that involves more
than one site), participants need to be aware of this.
- Ensure that the video conference participants have a
prepared agenda in front of them including the
participants' names along with clear objectives that
should be followed during the meeting.
- Everyone's appearance at the meeting does count.
Conference participants need to be reminded that the dress
is business and that certain colors may not show up well
on the video screen. For example, red tends to bleed into
other colors, black absorbs color on a person's face, and
white makes a person disappear. The best colors for video
conferences are pastels, bright patterns or solids.
- When the video conference has begun on time, introduce
all of the conference participants. It's a good idea to
have name plates in front of everyone, so that names can
be easily read. Remember to speak loud and clear and to
make eye contact with the camera and the other conference
participants.
- Basic etiquette tips: once underway, don't interrupt
other conference participants by speaking "over" them,
don't lean in too close to the camera and remember to
focus attention on the camera -- body language and facial
expression count in a video conference. Remind everyone at
the meeting not to rustle papers or make any other
background noise. It's a good idea to set the audio to
mute when your side isn't speaking. Bothersome background
noise also includes beepers and cell phones -- turn them
off or set them to vibrate! Finally, don't leave the
meeting room unless it's an emergency.
- Having good quality audio equipment is vital to the
success of the conference -- if there's no sound, then
there's no interactive communication at the meeting. The
microphones need to pick up the speakers' voices without
effort on their part, while the speakers need to be far
enough away from the microphones to prevent feedback and
interference with each other.
- The cameras at the meeting need to capture a clear
image and they should auto-adjust and auto-focus for the
lighting conditions. Remember, interference on your
conference site will have an impact on the other site's
video and audio. Check out the "self view" in the camera
before the meeting starts and occasionally during the call
to see if the lighting is right, if the conference
participants are in view, and if the speaker is looking
into the camera. Also, remember, it's distracting to keep
adjusting the camera and the other conference equipment
during the meeting.
Video conferencing is now a mature medium, but these
steps need to be reviewed every so often since they never go
out of style. If these simple guidelines are followed, video
conferences will proceed smoother, everyone will feel
confident and comfortable, and the purpose and objectives of
the meeting will be met. Most of all, after successful video
conferences, conference participants will be more likely to
use the equipment and conference systems for future
meetings.
About the Author
Alice Osborn is a successful freelance writer and
contributor to Video-Conferencing-Guide.com. Your definitive guide to everything you need to know about video driven communications, including multi-view video conferencing solutions for business, broadband video phones and personal webcam chat rooms.
Also See:
[ Business
conferencing made easier with video and web-based tools ]
[ Tips on
using a videoconference solution creatively ]
[ ICUII video chat is full of
friends, fun, and games ]
Home Page:
[ Video-Conferencing-Guide.com ]
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