How to Run a Successful Video Meeting Every Time
Online conferencing may have transformed the modern workplace and made working remotely much easier, but many users still aren’t using it as well as they could be, sometimes without even realizing. Stumbling through each video conference and hoping people will get better is harmful as it encourages people to pick up bad habits. Instead, you can use huddle meeting agenda with BlueJeans to promote good video conferencing etiquette and ensure that all of your online discussions run smoothly and efficiently.
The best way to make sure that everyone on your team runs their meetings efficiently is to train them in the software before you roll it out and begin using it on a large scale. Holding business conferences online rather than in-person is very different for those who aren’t used to it so they will need a little extra instruction. Most suppliers offer a brief free trial period that you can use to educate all team members on the software and see if it works well for your team. No matter how good your computer literacy, it is also good sense to familiarize and train yourself in the software as well so that making successful meetings becomes second nature.
Small Biz Trends says that it is important to familiarize team members not just with the software itself but with the security features as well, as security threats on conferencing systems are different than with other software. They say this is especially important if you are discussing sensitive information, dealing with personal information, or work in certain industries such as healthcare or finance. Distribute an information sheet or hold a company seminar about security during conference calls to ensure that everyone you work with is familiar with the security features of your chosen system and knows what to do in case of a security breach.
- Correct Set Up
Video conferencing is thankfully much more accessible now thanks to the number of devices on the market with a built-in internet connection, webcams, and microphones. Typical systems are cloud-based, meaning they only need a web browser for access rather than a download. You can still eliminate a lot of conferencing headaches by ensuring that you and everyone else on the team have the correct setup and correctly configured hardware and software before they begin. If they are using older devices or a slower internet connection, then they may have some trouble. Use the free trial period to let everyone test and tweak their home set up and make any upgrades they need to ensure that everyone is correctly set up and equipped for conference calls.
- Retain Focus
Since they don’t take place in a board room and other participants can’t see everything you are doing, it is easy for people to lose focus during an online meeting or try to multitask by answering e-mails or playing with objects on their desk while others are trying to speak. This is not only bad manners, but it takes a person’s focus away from what you are meant to be discussing. The Dummies Guide suggests one way to avoid this drifting off or unnecessary hold ups is much the same as you would do in a regular workplace – Have an agenda. By distributing this before the meeting, probably through e-mail, everyone will know what you will be discussing and be prepared and whoever is moderating can stay focused and bring the topic back if it goes off on a tangent. By sticking to the agenda and nothing else, meetings will be done faster and more efficiently, negating the need for long, boring talks or too many meetings holding up work time.
- System Checks
Even with the most versatile system, technical glitches will still happen from time to time. Most of these are simple fixes as they are the result of someone failing to configure their settings correctly or because something unexpected has gone wrong with their internet connection. Encourage everyone you work with to take a few minutes before each call to check their webcam and microphone settings and ensure their internet connection is strong enough to carry video streaming. Perhaps schedule a few minutes at the beginning of each videocast for these necessary checks. Let everyone know as well who to contact in case of a technical error they can’t fix themselves, which could be either your IT team or the supplier’s support staff. Have a backup plan as well in case somebody can’t make a meeting due to technical issues. Catching and eliminating any problems before the webcast starts will prevent any blunders or hold ups while it is going on.
By using these tips as a guideline and instructing both yourself and others on good conferencing etiquette, troubleshooting, and security procedures, you can run a successful meeting without hold ups or technical issues every single time.