September 16, 2016 13:48
Published: September 15, 2016 13:17
Many businesses today, especially those with offices in different locations, use videoconferencing as a means to communicate and hold meetings. It’s cost-effective and provides a more personal connection than the standard conference call might.
There are good ways to do it, and there are not-so-good ways to do it. Below are some tips to make sure that everyone’s experience with videoconferencing goes smoothly and according to plan.
First, check to make sure that you have enough bandwidth for the call. Videoconferencing takes up far more bandwidth than a regular conference call, so a quick call to your Hosted PBX provider should tell you whether you’ll have any problems there. Also, make sure that the equipment that you’re working with is in good working order and that it’s set up properly for the actual call itself. No one likes it when someone forgets to remove the lens cap on the camera. You don’t want to spend the first twenty minutes of a videoconference futzing with the gear.
It’s not a bad idea to make a fast test call, especially if the upcoming video conference is an important one, just to make sure that everything is working.
Also, though it may go without saying, one should always dress appropriately for these things. Know your audience, is what we’re saying. Showing up to a videoconference with C-level execs of a financial company in a hoodie and jorts might not be the best choice. Just sayin’.
A good thing to do right away is introduce everyone on the call, even if some of you know each other already. If you were all at each other’s bar mitzvahs, then maybe skip this step, but in most cases, it’s a good one to start with. Also, make sure to speak clearly during the call. This doesn’t mean yelling. This is not the drive-thru at a Sonic. This is work, so be clear and annunciate.
Also, just as a matter of good form, don’t do things like eat, use your cell phone, or look distracted while on the call. You don’t have to stand there like an automaton, but being engaged in the call will do you a lot of favors. And, in respect to good form, if you’re not the one talking, hit the mute button. It’s not that no one wants to hear you. It’s just that they don’t want to hear you while they’re talking. Politeness in one of these interactions goes a helluva long way.
Pretty simple, here. Just thank everyone for their time. It’s polite, it only takes a second, and everyone likes to get a “thank-you” from a co-worker. Trust us on this, it will improve your show rates for future video calls dramatically.
Videoconferencing is going to be sticking around, and knowing how to maximize the experience of all parties is going to benefit your organization. Besides. It’s easier than trying to remember which spoon to use in a proper English tea.