Host a one-hour video conference

Tuesday, February 19 2013

Video conferencing software allows business professionals to interact with clients and employees. Company executives who maximize their use of web meetings can bolster a company's efficiency and productivity, but these leaders could face challenges if they do not understand how to properly control video conferencing tools. 

However, setting up a video conference is simple and can provide several benefits to companies. Business officials can interact with people at great distances from one another without delays or interference. Additionally, company leaders can deliver world-class support to boost their firms' reputations with customers and workers. 

Planning a one-hour video conference could require significant resources, especially for first-time presenters. Speakers want to ensure that their displays are easy to understand and participants are engaged throughout the meeting, but moderators could face tight schedules. 

Thankfully, there are ways to provide a wealth of information to web meetings participants in 60 minutes or less. Check out the following tips to host a productive one-hour video conference. 

1. Determine the necessities
Research is essential for video conference presenters. Spend plenty of time determining a meeting's theme and build an agenda that workers can follow throughout the gathering. 

If a presenter is discussing a complex topic, he or she could struggle to effectively deliver valuable information in a short period of time. Avoid this problem by separating essential information from excessive details if possible.

Speakers who are well-organized can complete presentations that are clear and concise. Meanwhile, attendees can become active participants and have their concerns or questions addressed at the end of the conference if necessary. 

2. Start a meeting on time
Arrive for a video meeting early and begin the presentation on time. If audience members log into the conference late, these participants can take responsibility for finding out what they missed. 

A few minutes might seem minor, but a one-hour web meeting provides only a limited amount of time to speakers. If presenters are forced to explain the same information twice, these speakers could run out of time. Audience members who arrived on schedule could also grow disinterested if speakers devote extra time toward satisfying the needs of participants who arrived late. 

However, speakers can further assist all participants by offering hand outs to audience members at the meeting's conclusion. These materials could include charts, diagrams and graphs used during the video conference and can help attendees who did not arrive on time fully understand the entire presentation.

3. Finish with a Q&A session
Give audience members time to ask questions about your presentation. Allocating 10 to 15 minutes at the conference's conclusion to address participants' concerns provides multiple benefits to attendees and presenters. 

Audience members can gain additional insight into a meeting during a question-and-answer session. In corporate settings, workers can stand out in the eyes of company executives if they appear interested in specific topics, and these employees could eventually take on expanded responsibilities within their organizations. 

Presenters can also learn from attendees' concerns and questions. If participants have a variety of queries about a specific section of the meeting, speakers could review how they explained certain content and make changes in the future. 

Offering attendees polls and surveys after video conferences allows moderators to learn about the quality of their gatherings. Evaluation materials can be provided to audience members to help presenters make improvements. Speakers can learn a lot about their conferences from participants' feedback, as audience members can offer insights into where moderators could enhance their presentations. 

One-hour video conferences might appear challenging, but presenters can prepare for the meetings to overcome any challenges they may encounter. With dedication and practice, web meeting moderators can quickly become experts at using state-of-the-art software to deliver information to clients and employees.