In today’s modern corporate setting where businesses are more often going global and linking with other businesses to form lucrative new ventures, video conferencing has become an indispensible communication medium. To make sure the experience is pleasant for everyone and consequently, easily adopted as part of a company’s standard procedures, certain steps must be followed.
2. In today’s modern corporate setting where businesses are more
often going global and linking with other businesses to form
lucrative new ventures, video conferencing has become an
indispensible communication medium.
3. To make sure the experience is pleasant for everyone and consequently, easily adopted as
part of a company’s standard procedures, certain steps must be followed.
Before Video Conferencing
•Ensure that all members involved are familiar and comfortable with using video
conferencing. This may involve self-guided education, trainings and promotional
programs for easy and effective adoption to the system.
•Schedule video conferences and inform all involved people and parties ahead of
time.
•Create an agenda to make sure the video conference goes smoothly and tackles all
necessary topics. Share this agenda in advance so all those involved will know what to
expect and think ahead of what other points they may want to discuss.
•Choose or have a facilitator who can effectively manage the flow of the meeting.
•Have all needed items ready (products, charts, etc.).
4. •Check that all the hardware (microphones, speakers, camera, lighting) are
functioning properly and are suitable for the meeting. The camera should be
positioned straight at the people involved showing their upper torso up to their
head, and lights should be above the camera, not beside or in front of it.
•Dress appropriately for the meeting. Because a video conference displays all users
in one screen, it can be very easy to spot differences or distracting details, like
brightly coloured outfits or dangling jewellery.
•Put off or in silent mode all electronic gadgets that may disrupt the meeting.
•Recording meetings is one great advantage of video conferencing and can be very
useful for any company. Before you start recording though, you must ask
permission from those involved as not everyone may feel comfortable with being
recorded.
•If speaking with users from another country and culture, make sure to familiarise
yourself with their basic speaking etiquette.
5. During Video Conferencing
•Speak clearly and slowly, and properly introduce those in attendance.
•Follow the flow of the agenda and pay attention to the proceedings.
•Be polite. Do not interrupt those speaking or make distracting movements or noises. Eating
would not be recommended during the meeting as this can cause a lot of noise and be very
distracting.
• Try to engage everyone involved. Make them feel their importance in the meeting. Much of the
success of your very first video conference and the many to follow will depend upon the users’
initial reactions, so make them feel that it is a success with their participation.
•Do not disclose private or highly classified information during the meeting, such as passwords
and sensitive company information.
6. Does your Business need an exceptional conferencing systems
provider?
You can call on Chorus Call the preferred supplier for many companies and organisations seeking
quality, value and accommodating customer service. They provide state of the art conferencing services
including video conferencing, telephone conferencing, web streaming and IR communications. Chorus
Call Australia will make sure that all your video conferencing experiences will produce nothing but
positive feedback and great results.
