There is no question that video conferencing is a useful tool, but it does take some getting used to. Before you contact your phone provider about setting up a video conferencing system for your business, here are just ten tips to keep in mind as a beginner.
1. Know How You Will Use Your Conferencing System
Before you do anything else, determine how your video conferencing system will be used. If you’re going to use it for the occasional casual chat, you probably don’t need to pay for a state-of-the-art HD camera; a standard webcam and messaging system will do just fine. If you’re going to be having important meetings with other business executives on the other side of the world, you will want to invest in a high-quality conferencing system that will ensure that meetings will go smoothly and that you will be putting your best foot forward at all times.
2. Make Sure Your System Works Properly
Even the simplest systems can have something go wrong, especially if you’re a video conferencing novice. Test all of your equipment before you go live, preferably at least an hour in advance.
3. Prepare an Outline
A video conference shouldn’t be treated any differently from any other meeting. Have a basic outline that says what you want to say and what you want your meeting to accomplish.
4. Location Matters
Some companies are fortunate enough to have a dedicated space for their video conferences, but you might not have that luxury. Any space you choose should have neutral-colored walls and as little happening in the background as possible. You don’t want to have any distractions behind you if you’re having an important conference.
5. Choose the Right Network
You should have an idea of who you’ll be speaking with during your conferences, so choose a network that will enable to reach them. Most conferencing systems use an integrated services digital network or an IP network, so make sure that these networks are available where the other parties are located.
6. Prepare Your Firewall
As you prepare for your presentation and get your conferencing system ready, ask someone in your IT department to allow your system’s firewall to receive incoming calls. There is nothing worse than not being able to start your meeting on time because the other party couldn’t actually contact you.
7. Start and End On Time
When it comes to video conferencing, starting and ending meetings on time is very important. It’s probably more important than being on time for meetings within your own business. You might not know about the culture of the other party’s company, so they might not be as understanding about a meeting that starts late or goes long as you might. They might not be able to make and receive unlimited calls, so be mindful of what they need to pay to speak with you.
8. Upload All Important Files Ahead of Time
If you have a PowerPoint presentation, a video, or any other kind of visual aid for your presentation that needs your computer to run, make sure it’s uploaded well before you sit down for your meeting. It’s all a part of being prepared.
9. Expect the Unexpected
Yes, it’s a bit of a cliche, but you should expect the unexpected when it comes to video conferencing. Glitches and mistakes happen to the best of us and to the best software. Be patient, and do what you can to iron these issues out as quickly as possible.
10. Know How to Use the Mute Button
There will be things that you won’t want the other party to hear during a video conference call. This could be anything from an unrelated comment made to a colleague in the room with a loud and violent cough. Learn to use the mute button on your conferencing system so you don’t accidentally create an awkward moment during your meeting.
For more information about choosing the best conferencing system for your company and your phone provider, contact VoxSun today.
