How to run a video conference


5 Best Practices for Executing a Video Conference

  1. Test equipment before meetings begin. No matter what type of video conferencing system or video conferencing setup you’re using, there’s nothing worse than wasting the first five minutes of …
  2. Set an agenda. Whether your video conference is set to last 15 minutes or three hours, you should always set an agenda.
  3. Choose an appropriate video background. …

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How to Run Effective Video Meetings
  1. Be Prepared for your Video Conference. Of course, your video conferencing software isn’t all you need. …
  2. Make an Agenda. Any meeting is more effective with a well-thought-out plan. …
  3. Set up Icebreakers. …
  4. Identify Speakers and Establish Rules. …
  5. Visuals.


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. …

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What is needed for a 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.

How do you conduct a video conference meeting?

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 is the easiest way to video conference?

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

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.

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 host a virtual meeting?

Top tips for conducting a successful virtual meetingInvite people. Hosting a virtual meeting requires proper etiquette. … Schedule carefully. Scheduling is no easy task when you’re all spread out around the world. … Create an agenda (and stick to it) … Set some guidelines. … Make time for casual chat. … Engage everyone. … Follow-up.

Is Zoom the best video conference?

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.

Is there a time limit on Zoom?

On July 15, 2022, Zoom is changing the meeting duration limit for 1:1 meetings hosted by Basic (free) users on paid accounts to 40 minutes. This change creates a uniform 40-minute meeting duration limit for all meetings hosted by Basic (free) users on all account types.

Why zoom is the best video conference?

Zoom is much higher quality than Hangouts by a long shot.” It’s easy to see why this stuff — better call quality, the ability to record meetings, and being able to share high-quality video over that call — help to set Zoom apart from the competition.

What are the disadvantages of video conferencing?

Disadvantages of video conferencing softwareLack of personal interactions. Video conference meetings can feel impersonal. … Network connectivity issues. … Securing meetings. … Complying with laws and regulations. … Organizing newly created data. … Creating policies.

Where should the camera be placed in a video conferencing meeting?

Cameras are typically situated just below or above the screen; with dual displays, place the camera at eye level between the two screens.

Which platform can you use for online meeting?

Examples of this software include Zoom, Webex, Google Meet, Lifesize and Jami. These apps are also called “online meeting platforms.”

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.

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.

How do I set up home office for video conferencing?

Check your lighting. One of the most important things to get right is the lighting. … Check your audio. … Not too close and not too far. … Keep your camera at eye level. … Keep your environment simple. … Don’t worry about makeup. … Most clothing is fine. … Sit in a comfortable chair.More items…•

What should you not do in a zoom meeting?

What Not to Do During a Zoom MeetingDon’t replace professionalism with comfort. … Don’t set the scene for distractions. … Don’t forget to eat beforehand. … Don’t Zoom and drive. … Don’t put a private message in a Zoom chat. … Don’t forget to mute yourself when not speaking. … Don’t be late.More items…•

What is a video conferencing system?

Composed of a high-definition camera and full video processing codec, a video conferencing system sends and receives encrypted video information and decodes it as live video on your meeting room display. Just as a webcam requires the processing power of your laptop to function, a video conferencing system is much more than just a camera.

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.

How to keep a video meeting interesting?

2. Utilize visuals to enhance participant interest. Visuals are a great way to keep a video meeting interesting and fresh. Share live applications, PowerPoint™ presentations, videos, charts, graphs and anything else for real-time collaboration. 3.

How to make a meeting better?

1. Be prepared for the meeting. There’s nothing worse than going to a meeting without any context clues and having the presenter walk in late and shuffle around because they weren’t ready. Make a meeting agenda in advance, send it out to your attendees and stick to it throughout the call.

Can you slide a laptop into a Skype meeting?

Sliding a laptop with a Skype call to the end of the meeting room table and crowding around it isn’t the answer. There’s a better solution for web conferencing, and it doesn’t include complicated conferencing software and dongles.

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.

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 is Microsoft Lync?

In the two years since Sonus Networks rolled out Microsoft Lync, a computer-based platform for desktop application sharing as well as video communications, company vice president and CIO Bill Scudder and his colleagues have had plenty of opportunities to use it.

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.

When will video conferencing be available in 2020?

During the week of March 14th to March 21st, 2020 , video conferencing apps hit a record number of 62 million downloads. For years, companies have been gradually discovering the benefits of replicating face-to-face interactions with video. However, in 2020, video meetings quickly evolved from something that was nice to have into something …

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.

How can I enhance my tech?

Let’s look at some other ways you can enhance your tech as well. 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 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.

What is an agenda for a video meeting?

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. Facilitate focus in the meeting. There are several tools you can use to facilitate better concentration in your video meetings.

What does it mean to maintain control of a meeting?

Maintaining control of your meeting means thinking carefully about how you can direct and enhance the conversation. Meetings, either virtual or face-to-face, are always more productive when someone takes the lead and keeps everyone else on track. Always have an agenda.

Why is video important in a meeting?

One of the biggest benefits of video is that it allows us to mimic face-to-face human experiences.

What is video conferencing?

Video conferencing technology is an exciting and unique way of communicating with one or more other remote parties for a variety of reasons. The rapid developments in the technology have made it possible for people from all areas of the world to take advantage of this form of communication on a number of platforms. You can now use video conferencing tools on PCs, mobile phones, tablets, and more. You can use it to talk to someone across the ocean or just across town. Let’s take a look a ta couple of instances in which video conferencing can improve your communications and benefit you in a major way.

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.

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.

What is the best way to talk to two people?

If you need to talk with two or more other people about anything from business to personal planning, a video conference may be the optimal solution. Conference phone calls are difficult to set up and involve a lot of accidental interruption.

Why is it important to break down training sessions into smaller segments?

The ability to break down training sessions into smaller segments means the material can be processed and applied before going on , and that individual questions can be answered easily. This ensures the training is effective and eliminates misunderstanding.

Can you use video conferencing on a PC?

You can now use video conferencing tools on PCs, mobile phones, tablets, and more. You can use it to talk to someone across the ocean or just across town. Let’s take a look a ta couple of instances in which video conferencing can improve your communications and benefit you in a major way.

Can I use my iPad for a video conference?

Finally, there are mobile conferencing tools. You can use your smart phone or tablet such as the iPad to partake in a video conference on-the-go.

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.

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.

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.

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 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 avoid echo on laptop?

Ensure that you have a camera, microphone, and headphones or speakers available. Earbuds or headphones are preferable to avoid audio feedback and echo. Most modern laptops and all-in-one desktops have a headphone jack, microphone, and speakers built in. Be aware of your surroundings and how you appear visually.

What is video conferencing?

A great video call is a combination of capable equipment, a robust network, reliable media transport with TCP and UDP, and the software used to tie it all together. Video conferencing software becomes the portal for seeing your colleagues, partners and customers face to face, and it also handles the heavy encoding and decoding required for securely encrypting your calls and ensuring your audio and video are delivered in real-time. If you want to get the most out of your system, then you’ll need software that is intuitive and easy to use.

What is a touchscreen conference phone?

A touchscreen conference phone with a built-in microphone is used to navigate your directory, control camera pan/tilt/zoom options and bring essential audio conferencing functions to your fingertips. Conference phones purpose-built for video will feature echo cancellation, automatic gain control and automatic noise reduction to give meeting room participants crystal clear audio. For ultra-large meeting rooms, microphone extensions can be added to extend the reach of the mic array.


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