Tips for arranging a smooth video conferencing

Video conferencing is used as business tool that brings close people located all over the world.  The magic of video conferencing is that it has erased all borders cut down travel time, as well as cost.  Companies can use training modules by using video conferencing.

The steps for planning a successful video conference are simple.  First you need to decide on the day and time taking into consideration time zones and holiday.

Send out notifications to all the concerned about the video conferencing and confirm attendance.

Decide on the format of video conference and ensure smooth functioning by checking whether all participants have the necessary equipment.

When choosing a venue think about audio and video quality the room should be simple and the videos  must be ideally behind the video conferencing system or covered with blinds.  Choose the right seating arrangement considering aspects like audio echo.  Light furniture and amply lit room with florescent lights are recommended.  If the walls are blue it is ideal.  Insulate the room from external sounds as far as possible. 

Check whether you have suitable network connection.  It should be digital network services such as IP or ISDN service.

Arrange for equipment such as second monitor of size “27 to “60 plasma, a VCR or DVD, document camera, auxiliary camera, wired or wireless touch control panels and so on.  Incase of doubt take professional help.

General tips for video conferencing:

  • Ask the participants to be seated 10-15 minutes before the video conferencing.
  • Send out short note to all the speakers on how to speak and how to present slides at video conference.
  • Position the camera in such a position that all the participants will be within view.
  • Everyone need to speak normally just as face to face meeting.  There will be no need to speak louder.

If you have given $50,000/- to $ 150,000/- in your video conferencing setup you won’t have perfectly smooth indistinguishable from real-life video.  So you need to work within the limitation of you and your participant equipment and the bandwidth.

  • Avoid shuffling of feet and papers.  Microphones will pick up all sounds even whispers.
  • Use normal meeting etiquettes.

The world wide web has changed significantly the way the world functions.  Today e-meeting or video conferencing are common place and participants can be in any corner of the world and yet be present in the meeting.  Participants will be seated in their own offices instead of the conference room. Video conference has become the state of art with excellent sound and picture quality and the process saves business considerable amount of time.

Try to keep the background of neutral color.  Keep all the camera visible areas neat and clean.  Not only will you look better on screen but it will also tell something on how you work.

Video conferences are great way to save money, time and energy as well as getting more work done than before.  They are high tech and worth a lot of “cool” points in the business world.

If you put the time and planning your video conferencing can be like technology itself: complicated, yet smooth and on the cutting edge.   

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