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5 Tips for video conferencing

5 Tips for video conferencing

Jan Koch
Jan Koch
published on June 29, 2022   

Videoconferencing – The most important in a nutshell

  • The invitation to a video conference should be made well in advance.

  • Good preparation of the meeting is the key.

  • The environment should be well chosen (workplace, lighting conditions, IT).

  • Speak clearly and do not interrupt your counterpart to prevent misunderstandings and overlaps.

Every entrepreneur knows that effective communication is the be-all and end-all of a functioning business. Just the last few years, due to the Corona pandemic, have made us realize that it is not always possible to have a meeting on the spot in a meeting room. This is also the case when it comes to a meeting with colleagues from abroad. That is why video conferencing has become an integral part of many companies. Especially when working in a home office, they are the perfect alternative to the classic meeting. In this article, we have put together a few tips to help you conduct your video conferences successfully.

When are video conferences used?

Video conferencing can be used in a wide variety of areas, the most common of which are:

  • Internal company meetings among employees (even from different departments)
  • Customer and sales meetings
  • Job interviews
  • Project meetings of participants working at different locations
  • Short seminars or trainings

Video conferencing is particularly convincing when it comes to saving time and money and being location-independent. Thanks to the visual real-time communication offered by the providers Zoom, Microsoft Teams, Google Meet, etc., such a conference is also significantly more effective than communication by telephone or e-mail. However, it is not only important to ensure that the video conference takes place without disruptions. The way the meeting is conducted is also crucial to its success. In the following, we would like to provide you with tips for a professional and successful conduct of your next video conference:

5 video conferencing tips for successful execution

  1. Timely notice

    Announce the video conference in good time so that all participants can keep the desired date free. It’s best to invite the appropriate people by email and give an approximate timeframe of how long the meeting will last. This way, everyone can plan enough time. You should also communicate the topic in advance so that everyone can mentally prepare for the conversation. This way, the video call will be more effective right away and can run smoothly. In some videoconferencing programs, such as Microsoft Teams, it is also possible to see when the conversation partners have already entered an appointment in their calendars. Feel free to use this function. This will make it easier to schedule the meeting in advance.

  2. Technical setting

    The basis for a professional videoconference consists of a functioning technical setting as well as good preparation. The correct setting and placement of the camera and microphone is crucial in order to present yourself in the best possible light. With a good setting, your charisma in the video can improve significantly. However, don’t forget to dress appropriately for the meeting either.Plan enough time before the virtual meeting to test the technology. Check the sound, camera and image quality well in advance of the video conference so that the meeting can take place without any technical problems.

    When setting up the camera, make sure that the position and angle are correct. Ideally, you can be understood clearly and at a comfortable volume via your microphone. It is also advisable to open your presentation already in the background. Technical difficulties not only make you appear in an unprofessional light, they are also unpleasant for the meeting participants.

  3. Select a quiet environment

    Also, choose a suitable room for your video conference. A quiet environment without background noise or other disturbances is important here. It should be ensured that other people do not enter the room unexpectedly.

    It is also advisable to create order for a pleasant working atmosphere before the meeting begins. You should be the focus of the virtual conference, so it is advisable to sit in front of a blank, monochrome wall or set a suitable background. Backgrounds are usually offered by the video conferencing programs themselves. Bookshelves, pictures or decorative items only distract unnecessarily from you.

    In addition, make sure that the lighting is pleasant. Avoid backlighting and direct sunlight, as well as light coming in from the side, as this increases shadows and, in extreme cases, can lead to only one half of the face being recognizable in the video.

  4. Set moderation & agenda

    We recommend that you name a moderator for the video conference in advance. Usually, this role is taken over by the person who invites to the conference. The moderator leads through the meeting and makes sure that the structure of the topic discussion as well as the given times are adhered to. He or she is there to maintain an overview and ensure that the meeting is effective. Basically, it can be said that the meeting loses efficiency if there are more than seven participants. Therefore, it should be well thought out in advance who is really needed for the meeting based on competencies and responsibilities. The fewer people actively participate, the more concentrated they can work together.

    Additionally, it is a matter of good communication and respect to let your meeting partners finish speaking. Since only one participant is heard in the video at a time, it requires some discipline, especially if the answer is already on the tip of your tongue. However, letting them finish promotes a smooth conference.

  5. Keep a record of the conversation

    At the end of the conference, the moderator ends the conversation, almost again all the important content together and announces the next steps .In any case, we recommend that you have a pen and a notebook at hand so that you can write down the most important things. However, you should do this not only at the end of the meeting, but also during the entire conversation. You can use this to create a meeting log. If unexpected technical problems occur during the meeting, you can use it to ensure that all participants receive the most important information. You can then send the call log to all participants by e-mail.

 

Start your next video conference safely

As you can see, a successful video conference cannot be conducted professionally without certain preparations. However, if you apply these tips, nothing will stand in the way of a successful online meeting. Set appointments early, test the technology, make sure the environment is appropriate and treat your meeting partners with respect. That way, nothing will go wrong!

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