How to conduct video conference


The basics when conducting video conferences

  • Test your equipment beforehand. Testing your video conferencing setup will ensure you have everything in place. It’s key to be prepared for your video call.
  • Send a reminder before the meeting starts. Sending all participants a reminder that the web conference is about to start can help you increase attendance.
  • Introduce yourself and participants. Most people overlook the introduction of a video conference. Introducing yourself and other participants can help you create better relationships.
  • State the goals and agenda of the meeting. The beginning of your meeting is also the perfect time to state your goals and agenda. …
  • Keep everyone engaged. Addressing participants by name and raising the interaction allows you to keep people engaged. …
Video Conferencing Etiquette
  1. Mute yourself when not speaking.
  2. Be on time.
  3. Ensure your technology works correctly.
  4. Use technology to fully engage remote participants.
  5. Choose the proper software and hardware.
  6. Wear work-appropriate clothing.
  7. Frame the camera correctly.
  8. Have the right light.


How do I connect to a video conference?

The following is a brief overview of how Video & TV Cast works:

  • Install the Video & TV Cast application on your phone.
  • Connect your phone and your Smart TV to the same Wi-Fi network.
  • Use any video call application, such as Skype, WhatsApp Call, Zoom, etc.
  • Hold down the ‘Tap Here to Cast’ button.
  • Your video call will be mirrored on your TV.

More items…

How to run a successful video conference?

  • 1. Use video if at all possible. …
  • 3. Make sure your speakers have customized their presentations for a virtual audience. …
  • 4. Keep the session interactive. …
  • 5. Do a comprehensive A/V check – and take it seriously. …
  • 6. Plan for technical issues. …
  • 7. Provide the audience with takeaway material.

How to create a video conference?

Video Conferencing Application in this article

  • We will create simple 2 person video conferencing application.
  • First user will join video conference from a desktop. …
  • Other participant will also join video conference from a android mobile device.
  • Then both participants will be able to see & hear each other via video conference.

More items…

How do I join a video conference?

Prerequisites for joining a virtual meeting

  • Each meeting has a unique 9, 10, or 11-digit number called a meeting ID that will be required to join a Zoom meeting.
  • If you are joining by telephone, you will need the teleconferencing number provided in the invite.
  • Show a “Join from your browser” link enabled

What do you required to conduct a video conference?

What are the basic requirements for video conferencing?High-resolution webcam. … Fast computer processing. … Sufficient network bandwidth. … Video conferencing system. … Video display screen. … Microphone. … Video conferencing software. … Mobile video conferencing app.

How do you do a video conference meeting?

How to set up your video conferencing system in 3 simple stepsConnect the video system to your room display(s)Pair the video system to your Lifesize account.Make your first 4K video conference call, share your screen in 4K and enjoy the benefit of face-to-face communication.

How do you conduct a successful video conference?

Tips for successful video conferencingMake sure you have a high-speed, reliable Internet connection. This will ensure a seamless connection. … Choose robust video conferencing software. … Test your equipment. … Have a backup plan. … Create the right setting. … Dress and behave professionally. … Know when to use the “mute” button.

What are the 5 types of video conference?

Types of Video Conferencing SystemTelepresence Video Conferencing System. … Integrated Video Conferencing System. … Desktop Video Conferencing System. … Service-based Video Conferencing System.

What are the do’s and don’ts of video conferencing?

Don’t Forget to Turn off Your Audio and VideoDo look as clean and polished as possible.Do pay attention to your body language when video conferencing.Don’t choose a set up that’s noisy, has a busy background, or is in a high traffic area.Do be respectful of people’s time.Don’t check your phone.More items…

What should be done before conducting audio and video conference?

10 Things to Do Before a Web Conference Meeting#1. Decide what service to use. … #2. Choose your audio capabilities. … #3. Create and send invites. … #4. Be diligent with reminders. … #5. Join the meeting early. … #6. Prepare your materials. … #7. Introduce attendees to the features available. … #8. Record the meeting.More items…•

What are the things to remember during conference?

5 Things to Remember to Provide a Great Conference and Event ExperienceAchieve the Realistic Objectives.Provide Excellent Service to the Speakers and VIPs.Interactive Events.Selecting the Right Venue.Happy and Professional Staff.

Which app is best for video conferencing?

The Best Video Meeting Apps for TeamsZoom. Zoom is one of the most popular video conferencing solutions for businesses. … Skype for Business. Microsoft’s popular Skype service is augmented as an enterprise-ready video conferencing tool. … Slack. … BigBlueButton. … BlueJeans. … Whereby. … GoToMeeting. … Cisco WebEx.More items…

Is Zoom the best?

Zoom also has the best video resolution of any video conferencing platform, though there are limitations. You get high-definition resolution with the free version and up to 1080p with paid accounts. The quality of the meeting is also related to the quality of your internet connection.

Which platform is best for video conferencing?

The Best Free Video Conferencing PlatformsZoom.Google Hangouts.Dialpad Meetings.TrueConf Online.Skype.FreeConference.Lifesize Go.Slack Video Calls.More items…

How do I video conference on my laptop?

0:041:26How to Make a Video Call on My Laptop : Computer Know-HowYouTubeStart of suggested clipEnd of suggested clipThe next thing you want to do is download and install a program called Skype Skype is what microsoftMoreThe next thing you want to do is download and install a program called Skype Skype is what microsoft recommends that you use to make video calls. It’s available free to download from Skype comm.

Which app is best for video conferencing?

The Best Video Meeting Apps for TeamsZoom. Zoom is one of the most popular video conferencing solutions for businesses. … Skype for Business. Microsoft’s popular Skype service is augmented as an enterprise-ready video conferencing tool. … Slack. … BigBlueButton. … BlueJeans. … Whereby. … GoToMeeting. … Cisco WebEx.More items…

How do I video conference on my cell phone?

Create a groupOpen the Google Duo app .At the bottom right, tap New call. Create group.Choose your contacts.Tap Done.Optional: Your video is on by default. Tap Video to turn your video off or on.Tap Start .

What is needed to join in an audio video conference?

Microphones and cameras: built-in microphones and webcams, USB microphones and webcams. Speakers: built-in computer speaker, external speaker, VoIP (voice over IP) conferencing phone. Internet Connection: WiFi, ethernet. Video Conferencing Software: video conferencing tools and apps.

Master the Technology

There’s nothing more frustrating than having long, awkward pauses in the middle of a conference because you inadvertently pushed the wrong button or forgot the right button for your intended function. Zoom is an excellent video meeting program that is easy to operate and has extensive compatibility with most digital and mobile devices.

Set Up Your Call Space

When it comes to any endeavor involving videos, location is an indispensable factor. Select a place where you have access to both WiFi and LAN connections. Place devices like the webcam, microphone, computer, laptop, or tablet screen at the proper distance to be seen clearly by the participants.

Prepare the Necessary Materials

Have your agenda and presentation materials prepared beforehand and ready during your conference to make the flow of discussion smooth and continuous. Also, prepare and distribute copies of the agenda to all the members of your conference to promote more active participation and involvement from them.

Exude Confidence

Being the organizer of a video conference puts you in the spotlight, and all the participants’ attention is drawn to you. Please dress professionally and comfortably to show them you mean business. Many video conference organizers only dress up their tops and wear something comfortable at the bottom for comfort.

How can you increase engagement on video conferences?

It bores attendees within the first 5 minutes. But, with proper transitions, screen sharing, objects, and picture-in-picture windows, your video call becomes much more engaging. Your attendees will want to know what comes next.

Why are video conferences so productive?

Many video conferences lack in focus, despite being dynamic, participants feel like it’s a waste of their time. If you focus on your goals and deliver your message effectively , the meeting will be much more productive.

Why do you need headphones for a video call?

Advise all attendees to use headphones during the call to avoid getting feedback sound , which will certainly distract everyone. A headset with a microphone will increase the audio quality of your video call.

What is the delay between a video call and a conference call?

During any video call or conference, there’s usually a delay between the time a person said something and the time all participants heard it. A stable internet connection and proper software applications can minimize that but not completely mitigated. When you talk or listen, it’s essential to keep the delay in mind.

Why do you address participants by name?

Addressing participants by name and raising the interaction allows you to keep people engaged. Others need to have a chance to talk during the online meeting or use a chat function to share what’s on their minds.

Is video conference boring?

If we look back at video conferences we’ve attended in the past, many of them were, well, boring. More often than not, participants struggle to keep focused on the meeting. Though that can be an issue of in-person meetings as well as online meetings, the online aspect adds a new layer of distraction potential.

How to be fully engaged in a meeting?

Don’t check emails or browse through your smartphone. You should also look into the camera instead of looking at yourself talking on the computer. This is a good way to clearly demonstrate that you are fully engaged in the meeting.

What is a screen reader?

A screen-reader is software that is installed on the blind user’s computer and smartphone, and websites should ensure compatibility with it.

How to conduct a video conference?

Let coworkers know you will be participating in a video conference, so you won’t have any surprise interruptions. Shut off your phone and lock your office door to make sure no one barges in with an unrelated emergency. If you must conduct your conference in a public setting, use your mute button judiciously to prevent background noise from becoming disruptive.

What is intelligent office?

Intelligent Office provides a wide range of business solutions that help busy professionals meet their highest goals. Contact our office to learn how you can achieve more with our virtual assistants, co-working spaces, virtual offices and conference room rentals.

Why do teams use video conferences?

Video conferences allow remote teams to discuss ideas, overcome obstacles, debate issues and drive outcomes. Sometimes, however, they evolve into huge time-sucks that actually disrupt productivity. With the following tips, you can streamline your video meetings and create a more productive experience for every participant.

What are some ways to improve video conferencing?

Use integrations with your tools. Video conferencing tools that offer integrations with things like instant messaging services, calendaring, and scheduling tools can significantly improve the experience for your teams and drive productivity.

How to improve understanding in a video meeting?

Use extra assets for context. Just as you would use slideshows and whiteboards in an in-person meeting, look for other assets you can bring into your video meeting to improve understanding. This could include virtual whiteboards, slide presentations, or even screen sharing.

What happens when everyone sees each other?

However, everyone needs to make the effort and join in. When everyone can see each other, you create more meaningful connections.

How to make a conversation two way?

Make the conversation as two-way as possible by asking if there are any questions at the end of a discussion or checking if everyone understands you.

How long should a video meeting be?

Some video meetings will need to be focused and straight to the point. Others should allow for more freedom and personal conversation. Even if you have a lot of business to talk about one week, set aside time for a personal conversation with your team members as well.

Why do we need custom backgrounds?

Custom backgrounds and updated tools for things like muting and screen sharing can drive higher performance in your business and help your teams have more fun as well!

Why do you need an agenda for a presentation?

An agenda of topics that you’re going to discuss will ensure that your team members know what to expect. Additionally, it can give you a roadmap of how to continue with your presentation.

What is a 4k video conferencing system?

All-in-one systems like the Lifesize line of 4K video conferencing systems are purpose built for the meeting room and designed for the sole purpose of capturing and transmitting flawless live 4K video feeds over the Lifesize cloud service network.

Why do people use wireless screen sharing?

From sharing applications, presentations and files to streaming video and audio in the meeting room, wireless screen sharing removes the complexity of having to bring the right cord or dongle with you to the meeting. Here are the top three reasons businesses have abandoned wired presentation sharing:

Why do people use Lifesize?

Hundreds of thousands of business professionals use Lifesize every day to connect face to face with their colleagues, partners, customers and prospective customers. After more than fifteen years of developing conference room systems, wireless meeting room presentation devices, video conferencing apps and the global cloud network that ties it all together, we don’t settle for anything less than amazing. Lifesize delivers an unmatched unified meeting experience that you can trust to work the first time, every time. Schedule a quick demo or set up a free account here.

Why is wireless important?

With 80% of employees using personal devices for workplace tasks and almost half of those users saying they are more productive, it’s important to consider how BYOD policies are transforming the way workers share information and collaborate.

How long does it take to set up a video conferencing room?

Cloud-based video conferencing makes it incredibly simple for anyone to spin up a video conferencing room in about ten minutes. Here are the three components you’ll need when setting up video conferencing: 1. Connected TV (or multiple displays)

What is CXEngage Video?

With screen sharing capabilities, seamless integration and an intuitive, easy-to-use interface, CXEngage Video is the clear leader . To learn more about setting up video conferencing for your call center, visit Serenova.

What is a touchscreen conference phone?

A touchscreen conference phone provides a dedicated user interface for navigating your directory, controlling the camera pan/tilt/zoom options and launching calls. Conference phones and conference call microphones purpose-built for video conferencing will feature echo cancellation, automatic gain control and automatic noise reduction to give meeting room and conference participants crystal-clear audio.

Why use Google Meet?

Use Google Meet as a part of Google Workspace to enable HIPAA compliance when caring for patients remotely with virtual visits. With Google Workspace you can also store data securely in Drive and go paperless with digital intake forms.

How many people can participate in Google Meet?

Enjoy free video conferencing for up to 100 participants. Google Meet also offers counter-abuse measures like anti-hijacking to help protect your data and privacy.

How many people can watch a live meeting on a domain?

Businesses, schools, and other organizations can take advantage of advanced features, including meetings with up to 250 internal or external participants and live streaming to up to 100,000 viewers within a domain.

What does Meet do in a video meeting?

Meet automatically switches the layout in a video meeting to display the most active content and participants.

Is Google Meet for healthcare?

Google Meet for education, healthcare, and nonprofits as part of Google Workspace. Educators, nonprofits and healthcare professionals looking for video conferencing can get Google Meet through Google Workspace, which includes additional privacy features and tools.

Is Google Meet safe?

Google Meet employs an array of anti-abuse measures to keep your meetings safe, including anti hija cking features and secure meeting controls. It also supports multiple 2-step verification options including security keys.

Is Google Meet the same as Google Cloud?

Google Meet adheres to the same robust privacy commitments and data protections as the rest of Google Cloud’s enterprise services.

How to make a video presentation memorable?

To make your video presentations as memorable, make sure you’re speaking with, not lecturing to, your audience . By any means, avoid reading off PowerPoint slides in a monotone. Ask questions to keep participants engaged, and address them by name whenever possible.

How to encourage virtual meeting etiquette?

And they encourage virtual adoption of real-world meeting etiquette: Start with introductions, avoid side conversations and multitasking, guard against interruptions from cell phones and other devices, and remind attendants to mute their lines if they want to type notes or absolutely need to talk on the side during the session.

What to do if you are located outside of a telepresence site?

If you’re located anywhere other than at a telepresence site, give careful thought to your surroundings and your appearance on camera — that goes for both presenters and participants, video veterans say.

What to wear to a camera?

Select clothes that will look good on camera, McCool advises — something solid, no busy patterns like checked shirts that can come off as dizzying, and avoid distracting accessories as well.

Why do companies use moderators?

For large meetings, company officials use moderators to handle questions. They advise participants to use functions like Lync’s “do not disturb” feature to prevent meetings from being electronically interrupted.

Can you move out of range when working with a camera?

If you’re working with a system with a fixed camera and a narrow range of focus (as with the built-in camera on a laptop), be mindful not to move out of range as you speak. The golden rule is that all participants should be able to see and be seen, at least when they’re speaking.

Can remote invitees test their videoconferencing?

The pressure on participants might be less than that on presenters, but as a result, remote invitees are often guilty of not testing or setting up their systems until the videoconference is about to begin. Unless you’re in a corporate telepresence room with a pro running the equipment, make sure you’ve installed software, downloaded or disabled plug-ins, figured out your audio (and mute) options, and tested any chat features before the meeting start time.

Does Your Company Have A Green Travel Plan?

A green travel plan reduces your company’s carbon footprint and that’s good, but it also reduces your employees’ stress levels and that’s even better. While adjusting work schedules to avoid traffic jams and getting bike racks up to encourage biking to work will help, the best tool in your arsenal against carbon dioxide emissions is videoconferencing.

What is “Bring Your Own Device”?

The recent development of video conferencing services and tools that allow users to connect with one another through different types of devices has allowed many businesses and institutions to instate “Bring Your Own Device” policies, which means that employees are allowed to user their own mobile phones, computers, and other tools to connect to video conferences. While this is certainly good news for most businesses – as it means that some can opt not to employ full-scale video conferencing hardware solutions that cost lots of money – there are also some in the industry who seem to be suffering from the shift in ideologies. Cisco recently announced its termination of the Cius line of tablets unveiled in 2010, citing “BYOD” trends as a major reason for its lack of success. The article from Information Age explains:

Why is video conferencing important?

Education: Classrooms around the world have embraced the use of video conferencing to broadcast lectures across vast distances and to allow students a chance to experience more hands-on education.

How to make a conferencing room not distracting?

Turn off televisions and, if you can, make sure the wall behind you isn’t overly distracting (for example, a bunch of posters or a window that might cause glare issues). Minimize the audiovisual distractions to ensure that your conferencing partner (s) can see and hear you as best as possible.

What is the first point of interest in video conferencing?

As is often the case with products in our modern world, the first point of interest – the budget – may be the most important. Deciding on a budget first will keep you from swaying out of your price range based on other features and concerns; it’s a responsible choice, but it can be a difficult one as well. The wide range of features offered by different video conferencing systems and service providers comes with a wide range of prices. However, once you have decided on your budget, you can narrow down your options and select from those remaining based on the other criteria.

Why do we need video meetings?

Video meetings can keep team members in touch and enable valuable, experienced employees to stay on board. With the whyGo, anyone in your address book is available at the touch of a button for a face-to-face meeting that doesn’t take a big chunk out of the day.

Why is video technology important?

Where once, collaboration required a lot of investment, now it is a great way to collaborate seamlessly within the normal working day . Time, training, and telecommuting are effective with video conference technology.

How to prepare for a conference?

Then, send two reminders: one just a day before and another one hour before starting. 2. If possible, conduct a dry run with at least one presenter the day before.

What did the Silicon Valley legend talk about?

The Silicon Valley legend talked with Inc. about the road to fast growth and the land mines along the way.

Why is video conferencing important?

From virtual meetings to engaging webinars, a video conference can provide a catalyst for great ideas, expand your reach, and help you achieve specific goals.

Is Rent the Runway going to IPO?

Luxury fashion rental service Rent the Runway has officially filed for an IPO; these are the factors that have made the company stand out in its 12-year history.


Master The Technology

  1. Open Skype. This app is blue and white with a blue “S” on it. You may need to enter your Skype email address (or your phone number) and password in order to continue.
  2. Tap the Contacts tab. It’s the square icon with a person’s silhouette on it that’s at either the bottom of the screen (iPhone) or the top of the screen (Android).
  3. Tap a contact’s name. This will open a chat with them. You can also tap the clock-shaped Re…

See all 8 steps on

Set Up Your Call Space

Prepare The Necessary Materials

Exude Confidence

  • There’s nothing more frustrating than having long, awkward pauses in the middle of a conference because you inadvertently pushed the wrong button or forgot the right button for your intended function. Zoom is an excellent video meeting program that is easy to operate and has extensive compatibility with most digital and mobile devices. Your video conference can benefit from the v…

See more on

Leave a Comment