How to Video Conference?

22 April, 2019
3 min

What is conferencing?

video conferencing

Conferencing – a more efficient, affordable, productive way to communicate – has always served as a leading guide for business people. What is the main thing in a conference? The impeccable workflow organization, joint work of the participants, wherever they are, of course!

The technology lets us remotely connect to the web interface of the conference from any device and from anywhere in the world. The atmosphere of a videoconference contributes to more dynamic communication between participants and provides excellent conditions for brainstorming.

Personal contact mobilizes attention and literally does not let go on either side of the monitor. So the process moves quickly.

Companies that organize conferences usually set different goals.

  1. For some, this is the main business-tool
  2. Some are positioning themselves as industry leaders, and regular conferences can confirm their status quo
  3. Some view the conference as an important component of the company’s traditions.

And yet, despite the variety of goals, not a single organizer wants to fail his conference, does not want it to be boring and gather few participants.

Therefore, in this article, we will go over the checklist on how to prepare, host and complete a video-conference well.

Prepare for the Conference

web cam

If you are still weighing all the pros and cons of video conferencing, just

  • compare the cost of their organization to a physical meeting
  • estimate how long it will take
  • can participants be on the road, while it lasts?
  • determine the time required to participate in an actual meeting and the specific standards of conduct ( a suit, an office, beverages and snacks, etc).

Get to business

  1. Pre-schedule your videoconference via a reliable conference management service.
  2. Think about the materials you’ll provide. Get your link ready, if necessary.
  3. Get your presentation ready. Note that the font size should be big enough, but don’t overload slides with too much text. The text should be well visible to participants sitting away from the screen.
  4. Ask participants to follow the link to the conference ahead of time to avoid delays.
  5. Set up and test your equipment. Check your Internet connection, so you can start the conference right away.

The Conference Itself

video conference

  1. Turn on the camera so that you can see yourself on the screen. can you see every participant?
  2. Talk your listeners through the interface of the tool you’re using (if it is their first time). Make sure they know the functionality and can use it properly.
  3. Discuss the procedure. Make sure everyone understands when it is time to speak and when it is time to be silent. Explain the function “mute” and let them know you will use it if necessary.
  4. Look into the eyes of the participants. In your case, it is going to be the lens of your camera. Video conferencing is very similar to the usual meeting. Eye contact is crucial.
  5. Speak in a clear and distinct manner. Have a printout plan laying before you to avoid stumbling.
  6. Avoid unwanted sounds. Provide an isolated and silent area for the time of the conference.
  7. To avoid extra noises like crackling paper or feet rubbing on the floor, ask non-speaking participants to turn off their microphone.
  8. Stick to your schedule.
  9. All participants will be happy if the content unfolds according to the plan.

What Happens After the Conference?

post video conference analysis

Once everybody has left the conference room, cameras and microphones are off, first – breathe out!

Think of the way you provide for your visitors to give feedback. An email? A poll maybe? Have you planned something of your own? Be sure to apply the action necessary for the result to be tangible.

Tatiana Romanova
Content Architect at Proficonf