In reality, planning a successful video conference can be more difficult than it seems. There are several key factors that you want to make sure and get right or your conference could turn into a total nightmare. This short article provides several tips to ensure you are successful at your next video conference.
No one likes long meetings, and video conferences are no different. Always plan your conferences to last no more than 1 or 2 hours. Longer sessions will leave participants tired and bored.
Be sure to prepare an agenda before the event. Please double check to make sure you have all your graphic aids, teaching aids, and any other important or relevant materials on hand. Prepare a proper seating arrangement and ensure nameplates or labels (if used) are clearly legible and not misspelled.
Try to plan your video conference as far in advance as possible. Be sure to coordinate with your company’s IT department for any support you may need to make your conference a success. If you are dealing with a foreign location, early preparation and coordination are vital to your success.
Please attend all test sessions to ensure your video link is working properly. Take advantage of this time to also familiarize yourself with the equipment that will be used during the session. Deliver any and all materials for the broadcast to the technician of the video conference site at least two days in advance so that he can familiarize himself with it. For optimal legibility, use large, clear fonts. Use a wide margin, as the sides will be slightly cropped on the screen. Keep the format landscape, with simple images and few words.
Prepare a list of questions and answers before the conference so that the session flows smoothly and quickly. Arrange for participants to meet at the video conference location 10 minutes before the session starts so you have time to hand out all materials.
Some final tips include:
dress appropriately
Please arrive 15 minutes early to catch any last minute technical issues
Avoid wearing brightly colored clothing to include completely light or completely dark clothing
Avoid distracting gestures during the conference to include finger taps and facial expressions
ยท Test the microphones that will be used during the conference to find any that may have faults.
A successful video conference can be run, all it requires is an attention to detail before and before the minute the conference actually begins. Take the time to do the things described in this article and you’ll have everyone talking about how professional you are when it comes to hosting a video conference.
