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.
  1. Join Early. Whether you’re a newbie or an experienced video conference call host or participant, it’s a good idea to join early. …
  2. Check Your Surroundings. …
  3. Dress Appropriately. …
  4. Avoid Background Noise. …
  5. Conduct a Practice Call First. …
  6. Have Everything You Need Ready.
Mar 30, 2020


How can I make a video conferencing meeting more successful?

Follow these tips to ensure a more successful video conferencing meeting. When using equipment or locations not regularly used, test your meeting connections in advance. When possible, establish online video conferencing connections several minutes before the meeting start time.

How do I connect to the video conferencing software?

Dial the IP address on your room system (suggested dialing speed is 1 Mbps or higher for 720p resolution). After you connect with the video conferencing software, you will see a splash screen and be prompted to enter your meeting ID.

Why videoconferencing is critical to business collaboration?

And a Gigaom Research report, ” Why videoconferencing is critical to business collaboration ,” also from 2014, found that 87% of remote users feel more connected to their team and process when using videoconferencing. Don’t miss: Video: Get a raise!

Should virtual conference speakers use videoconferencing for their webinars?

Even when delivered by the best speakers, it can be difficult to hold a virtual audience’s attention with a slide-based presentation, alone. Most webinar platforms support videoconferencing, and virtual conference speakers should absolutely make use of that capability.


How do I make video conferences better?

Video Conferencing EtiquetteMute yourself when not speaking.Be on time.Ensure your technology works correctly.Use technology to fully engage remote participants.Choose the proper software and hardware.Wear work-appropriate clothing.Frame the camera correctly.Have the right light.More items…

What are the 5 requirements for using video conferencing?

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 lead a video conference?

Here are 10 ways to lead great video conference calls….Make Your Video Conference More ProductiveAlways have an agenda. What’s the meeting for? … Only invite essential people. The more people join a meeting, the less productive it usually is. … Keep it short. … Don’t lecture. … Use the technology.

How will you facilitate a successful audio and video conference?

Top 10 tips for effective video conferencingMake sure to have a stable internet connection. … Select a good video conferencing software. … Dress properly. … Send an agenda prior to the conference. … Keep time zones in mind. … Get rid of any distraction. … Be acquainted with video conference features. … Never speak at the same time.More items…•

What should you not do in a video conferencing?

Don’t check and write emails while you’re in a sync. Do fire off important details in Text Chat so as not to disrupt the flow. Do use Screen Sharing to minimize the number of tabs you have open and; Do turn off any alarms and notifications that could go off while in a meeting.

What are the most important features you look for in a video conferencing tool?

Here is a look at the key features that can help your video users have the best experience possible.Screen Sharing. For interactive meetings and webinars, screen sharing is vital. … Multiple Webcam Capabilities. … VoIP. … Chat Features. … Unlimited Recording. … HD Video. … Branding Features. … Dynamic Presentation Features.More items…•

How can I make my video call look professional?

Don’t panic – with a couple of tips and tweaks, you can ensure you always look professional on a video call.Dress appropriately. … Fill your face with light. … Raise your camera. … Find a quiet place (and use your best headphones) … Choose a neutral background. … Check your tech. … Body language. … Keep clear of distractions – if possible.

How do you greet everyone in a virtual meeting?

Welcome + Greeting + Introductions If it’s your first time meeting them, formally greet everyone and give a brief introduction of yourself when the host prompts you. If you’re the host, you should introduce yourself at the beginning of the meeting.

What do you think is the most important rule in video and audio conferencing?

Make sure to speak clearly and deliberately, as you are talking into a microphone that can easily distort a mumbled or uncertain voice. It’s also important to check your audio components before the meeting with a sound check that can identify any issues.

What makes a virtual meeting successful?

Prepare in advance to have a clear purpose and lead for the meeting. Send a detailed meeting agenda or any pre-reading well in advance so everyone knows exactly why they are there and how they can contribute. Keep the meeting on track, focus the group on the task at hand and avoid going off on tangents.

How can I make a conference call more effective?

Here are their tips for effective conference calls.Share an agenda in advance of the call. … Master the technology. … Send a notification, call in early and take control right away. … Set the ground rules. … If a connection is bad, say something. … Be respectful of people’s time.

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 tools used for video conferencing?

7 best video conferencing tools of 2020Zoom. Zoom use has exploded around the world since lockdown began (Image credit: Zoom) … Skype Meet Now. Skype Meet Now lets you videoconference with up to 50 people, for free (Image credit: Skype) … Google Hangouts. … Google Meet. … GoToMeeting. … Bluejeans. … Cisco Webex Meetings.

What are the components required for a VTC system?

What are the components required for a VTC system?…1 AnswerWebcam.Computer monitor or television or projector.Speakers.Microphone.High speed Internet connection.

What are the things that you have to consider during audio video conferencing?

Video Conferencing Etiquette TipsEnsure proper lighting.Choose the right background.Maintain eye contact.Ensure high quality audio.Dress appropriately.Follow the ground rules for participant interaction.Choose an easy to use video conferencing platform.Don’t forget to mute yourself if you are not speaking.More items…•

What is needed for virtual meetings?

Here are some of the system requirements you must have to facilitate a virtual meeting.A Microphone. A good microphone will help everyone in your virtual meeting to understand and hear what you have to say clearly. … A Webcam. … Up-to-Date Software. … A Tidy Background Space. … Take It for a Test Run.

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.

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.

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.


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