Tips for better video conferencing
Video conferencing may just be one of the best
technological
innovations to come in years. It can minimized the amount of time spent
on traveling as well as reduce the amount companies need to allot to
traveling expences..
This new technology makes use of computers, video
cameras, speakers
and microphones,
as well as an Internet
connection. The
possession and proper use of the basic equipment can make video
conferencing successful but there are ways to make video conferencing
better and more efficient.
Since video conferencing is a combination of audio
and
video systems, users must make sure that these components have been
properly installed and well adjusted. Poor positioning of the video
camera can result in hazy or distorted images while poor microphone
and speaker connections can cause the voices to be inaudible.
Users should position and test their video cameras and
picture quality before the scheduled video conference to
allow the conference to proceed smoothly and without technical
glitches. It is best to conduct video conferencing in a quiet room with
proper ventilation to make the conversation more audible and the venue
more comfortable for the participants.
Most video conferences allow more than two people
to
connect and to join the conference. To avoid two or more people
chatting simultaneously making the video conference disorderly, the
participants should appoint a rapporteur
or a facilitator. The
facilitator can make the meeting more orderly and the issues easier to
absorb and deal with.
Do not presume that everybody joining the video
conference knows your voice or face, so it is proper to identify
yourself before speaking. This is particularly helpful
when conducting
video conferencing between two companies or between two branches where
people do not really get to see each other personally.
It is also advisable to check the volume of your
audio before the meeting to ensure you do not get feedback. It
is not wise to be
making audio adjustments during the meeting proper. Always test your
microphones for clarity, and volume should be at a
comfortable level.
Try to tame your movements as much as possible
because
actions are augmented in video conferences. Too much movement of your
head or your hands can distort the image being sent to the video sceen
of the other attendees.
While it is basic work ethic to come for meetings
in
business attire, there are still people who forget this, especially
when
attending meetings. Avoid wearing jewelries that may distract the other
participants who may be getting a close up of you on their monitors.
Keep the video conference orderly by closing the
video
conferencing room and keeping people from going in and out of the room.
This would distract the other participants and k\can lead then off
track.
Like all meetings, video conferencing can also
become
boring so keep the meeting short and concise by preparing the necessary
materials ahead. People may already lose their attention after an hour
so it is best to conduct video conferences swiftly but efficiently.
If the company has a technical department, then
make
sure these people are available or on call during the video conference.
This would make sure that technical difficulties are avoided or if
there are, that such difficulty is easily remedied.
Chatting in video conference s can be quite tricky
but it can turn out well with careful and efficient planning.
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