Video conferencing is a common tool these days for companies. It allows employees in different areas to connect without having to meet in one area. It also allows business pitches to happen without seeing the potential investors. Technology has evolved drastically in a way that it is now convenient to conduct a meeting any time.
If you intend to
use this tool to meet with the people in your team, these are some tips to
ensure that you will have
a productive conversation.
stable internet connection
It is usually a
common issue among people who conduct video conference. Sometimes, the videos
end up freezing or the connection is suddenly lost. It delays the meeting. It
might even result to the cancelation of the conference. Therefore, before your
scheduled meeting, you need to check if the internet connection is okay. Ask
the people who are involved in the conference to also do the same.
Find the right software
Although you can
use common applications for video conferencing, they are not necessarily meant
formal company meetings. Find software that will make it easy for
you to conduct the video conference. They are designed to ensure smooth video
collaboration and even have other features like video recording or
transcription writing which are useful.
Even if you are
not meeting these people in person, you still need to assume that you are
physically present with them. Therefore, you need to dress like you are actually
in the same room as everyone else. It also maintains a level of
formality that you want to have during official meetings.
Set an agenda
before the conference
Like in any
other regular meeting, you need to make sure that everyone knows what will
happen. It is easy for you to have a smooth-sailing discussion if everyone has
an idea of the topic and they already prepared what they will say.
You need to
inform everyone in the meeting to avoid using their phones to prevent network
distractions. You also need to have a policy on determining who will speak
first and how to respond to some ideas. Otherwise, you will end up talking on
top of each other. You also need to assign someone to serve as a moderator
during the conference.
considerate of the differences in time zone
When the meeting
involves people in different time zones, you need to find the perfect time.
Otherwise, you will be talking to people who are not yet in their proper state
of mind because it is already late at night where they are. You can inform
everyone ahead of time when you intend to start
the conference so they can prepare. However, if you are pitching to
a foreign investor, you let them decide the time and adjust.
conferencing could be quite challenging, but it is a more practical way to meet
with everyone. It allows you to save time and money because you do not need to
organize a meeting where everyone can be in the same place. If you do it right,
it can be an effective tool to boost your business.
1st and featured image from http://www.seas.no/images/NEC_InfinityBoard_VideoConferencing_med.jpg
image from https://www.lifesize.com/en/video-conferencing-app