How to have a successful video conference


How to plan a successful video conference in 5 simple steps.

  • Step 1: Decide if you need to hold a video conference. Before you get started, you need to ask yourself: “do we need to do a video conference?”. The …
  • Step 2: Choose your video conference software.
  • Step 3: Determine who you need to invite.
  • Step 4: Estimate how much time you need.
  • Step 5: Book the room and equipment.
Tips for successful video conferencing
  1. Make sure you have a high-speed, reliable Internet connection. This will ensure a seamless connection. …
  2. Choose robust video conferencing software. …
  3. Test your equipment. …
  4. Have a backup plan. …
  5. Create the right setting. …
  6. Dress and behave professionally. …
  7. Know when to use the “mute” button.


What do you need to hold a video conference?

Tap the “Hangouts” tab.

  • On Android, instead tap + in the bottom-right corner of the screen.
  • If this is your first time opening Hangouts, you’ll first tap GET STARTED and select each Google account you wish to use with Hangouts.
  • If prompted, enter the email address and password for the Google account you wish to use before continuing.

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 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

How do I enable video conferencing?

Use Android Phone as a Webcam for Streaming or Video Conferencing

  1. First of all, install DroidCam ( Free) on your Android smartphone. After that, install the desktop client on Windows or Linux from here.
  2. Next, open the DroidCam app on your Android smartphone and you will be offered the WiFi IP address. Make a note of it. …
  3. Now open the desktop client and enter the IP address into the “Device IP” field. …

More items…


What are the five pieces of advice on video conference calls?

5 Best Practices for Better Video Conferencing EtiquetteKeep It Simple.Make Eye Contact.Test the Tech.Pay Attention.Take Your Time.

How can I improve my video conferencing skills?

11 top video conferencing tips and tricksTest your technology before you begin. … Dress professionally. … Prepare as you would for any other meeting. … Remove clutter and distractions from your background. … Limit your fidgeting. … Have great lighting. … Ensure your internet connection is speedy.More items…

How can I improve my web conference?

To help you conduct more productive online meetings, here are seven tips that can be implemented immediately.Have a well-defined agenda. … Appoint a meeting moderator. … Prepare your system in advance. … Set time limits. … Minimize distractions. … Conclude with specific action items. … Share meeting notes.

Step 1: Decide if you need to hold a video conference

Before you get started, you need to ask yourself: “do we need to do a video conference?”. The alternative would be to hold a face-to-face meeting. Both have their benefits, but it mostly comes down to the distance between attendees. If the distance is large, then face-to-face meetings become inplausible due to the related travel costs.

Step 2: Choose your video conference software

Of course, there are many options out there, such as Skype for Business and Google hangouts, but it’s hard to find a fully integrated solution. Ideally, you may want a solution that can connect to your existing infrastructure, integrate with meeting scheduling software and host a seamless video conference all-in-one.

Step 3: Determine who you need to invite

It’s very easy to overbook meetings by inviting everyone in any way involved in the subject at hand. Although it may seem harmless, the more you invite, the larger the group of people you need to coordinate. For example, finding a time when everyone is free will be a challenge.

Step 4: Estimate how much time you need

You’ll never know exactly how much time you will need. And how tricky it is to estimate will vary depending on what type of meeting you are holding. For example, meetings that consist of a video or presentation are easier to predict than Q&A based ones, as they rely heavily on attendee engagement – something that is never guaranteed!

Step 5: Book the room and equipment

Every company is different. If you have your own webcam, headset etc. then obtaining the necessary hardware is simple. However, you may need to book video conferencing equipment from an IT department, or similar.

What to avoid when attending a video conference?

Avoid black, white, or striped clothing. Be aware of your behavior. Because you are on a video conference, people can see what you are doing at all times. Be aware that ITS cannot troubleshoot remote connections in non-Stanford locations, because there are many equipment configurations and network connectivity options.

What is a meeting facilitator?

Have a meeting facilitator — often, but not always, the person who called the meeting. The facilitator is responsible for: providing an agenda to participants — ahead of the meeting is nice, but minimally at the start of the meeting — that includes an overview of topics to be covered and planned outcome;

How to test video connection on Zoom?

If you use WebEx: Go to your WebEx Personal Room. Test your audio connection using the Audio pull-down menu. Test your video connection by viewing the screen in your Personal Room.

What is the purpose of raising a hand in a meeting?

establishing the visual or verbal cues, such as raising a hand, to indicate when someone wants to actively contribute verbally to the meeting; engaging participants at all locations to ensure discussion understanding, and alignment;

What is the easiest way to video conference?

Skype and Google Hangouts are definitely two of the easiest ways to video conference, and we’ll walk you through how to use either one. The exact process for hosting a video conference will be a little different depending on whether you’re on your phone or a computer, but either way we’ve got you covered!

How to make a video conference call on Skype?

Clicking it will create your conference call list. Click the “Video Call” button. It’s the video camera-shaped button at the top of the Skype window. This will prompt Skype to call everyone in the call list; once your contacts are connected, you’ll be able to proceed with your video conference.

How many people can be on a conference call?

Each contact’s name that you tap will be added to the conference call. You can have up to 25 people in a conference call.

Where is the video camera button on Skype?

It’s the video camera-shaped button at the top of the Skype window. This will prompt Skype to call everyone in the call list; once your contacts are connected, you’ll be able to proceed with your video conference.

What is video conferencing?

You need to remember that video conferencing is not only a means for people to see and speak to each other. During many video conferences, participants also need to be able to collaborate.

What does it mean to choose a video conferencing provider?

Choosing a provider like MyOwnConferencing means that you get access to high-quality video as well as collaboration tools like screen sharing.

Why is there no point in having a top of the range video conferencing interface?

This is because participants need to feel comfortable when joining and taking part in the video conference.

What are the problems with videoconferencing?

Even if you use all of the latest technology, you are likely to have problems with your videoconference if you do not have sufficient bandwidth. This issue can cause significant problems such as: 1 Audio that dips in and out. 2 Lagging of the video. 3 Freezing of the video.

Can a video conference be successful if no one takes part?

Having all the best technology in place will not make a video conference successful if no one takes part. Therefore, there are certain things to think about to ensure that people participate.

Video Conferencing Tips for More Productive Meetings

Effective video conferencing has become an essential skill for business professionals. Learn how to run a successful video conference here.

Making the Most of Your Time

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.

Why do people use video conference?

A video conference call allows participants to view each others’ body language, appearance, and surroundings, thereby boosting your chance of making a great impression on the people who are going to matter a lot to your brand.

Why are video conferences important?

Video conference calls are no longer a futuristic novelty—they are a reality for many businesses around the world today. Video calls enable entrepreneurs and other professionals to easily work from home, meet with distant coworkers, clients, and managers face-to-face, and quickly connect with field offices from anywhere in the world. And, studies have shown that more than 60% of executives agree that video conference calls create stronger relationships between participants and lead to better communication compared to audio conference calls.

What to avoid during a video conference call?

Something you’ll want to avoid during your video conference call are long, awkward silences. Although pauses are necessary for effective communication and help listeners connect to what is being said, any excess dead air can have the opposite effect. If necessary, keep your audience in the know if you’re having technical difficulties or waiting on other participants to join the call. If you’re waiting for the last participant, you can avoid awkward silences by making small talk, sharing an amusing work-related anecdote, and learning more about the educational credentials of the participants who are already there, just as you would in a regular business meeting.

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.

Who remembers virtual gatherings?

Charles Galda remembers a virtual gathering where he and his team enjoyed lunch while other, more formally dressed participants in other locales conducted a reserved meeting. “We got a call half way through with someone asking, ‘What are you guys doing?’ We were a distraction,” Galda recalls.

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.

Can you move out of range when you speak?

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.


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