6 Tips for Making the Most of Video Conferencing
Meetings no longer mean simply gathering together in a conference room. In fact, with the advent of technology, the ability to participate in virtual meetings has broken down location barriers, making it easy for distributed teams to work closely. Technology has gone beyond chat rooms and group phone calls to video conferencing— a more personal, interactive approach to long distance collaboration. While video conferencing may seem less formal, there are still some rules to keep in mind to help your meetings go smoothly.
1. Treat Virtual Meetings As You Would a Live Meeting
Online video meetings might give users more flexibility in their scheduling and point of access, but they should be treated with the same attention and courtesy of meetings in person. Avoiding last minute schedule changes, allowing adequate time for others to share, and generally being conscious of all participants will help to ensure your time is productive.
2. Be Prepared
As with anything, preparation is key to success for video meetings. Take the time to prepare any relevant materials and update yourself on the status of projects to be discussed. Likewise, be sure to include an agenda beforehand. This allows others to prep if they need to share information or updates, and to get an idea of how the meeting will flow.
3. Use Content Sharing to Your Advantage
Sharing supporting materials can help your attendees to better understand context and have something to reference post-meeting. You can include anything that might be beneficial, including one-sheets or charts. What’s more, a video conference will help you to deliver stronger presentations with slideshows, collaborate with team members on documents, and even stream high-definition video without the need for an external player.
4. Consider Your Setting
Because meeting participants can join a video conference from virtually anywhere, it’s important to take your setting into consideration. Try to avoid noisy spaces like coffee shops and find somewhere with a limited chance of interruption. This will help you to concentrate as a meeting host, and keep your attendees from becoming too distracted.
5. Dress Professionally
While you won’t be attending a meeting with colleagues in the same physical space, your appearance is still important in a video conference. Dress appropriately to ensure your exchange meets the same high level of professionalism as your meetings would in person.
6. Utilize Meeting Recording Features
If your video conferencing software allows for it, record your meetings and download them to share with attendees and/or those that couldn’t make the meeting due to conflicts. Not only will this provide a record of what happened during your meeting, over time, it will provide a source of progress documentation. This can work particularly well when paired with all-in-one communication tools. The combination can give the ability to store documents, files and updates in a single place, allowing for transparency and resources on-demand for stakeholders.
A video conferencing can be an accessible, efficient way of exchanging information and progressing towards company milestones. When used effectively, they can help to ensure colleagues work together seamlessly, staying on the same page regardless of physical location.