Three video conferencing tips for beginners

Wednesday, February 20 2013

Video conferencing software might seem intimidating at first, but novices will quickly understand why the solution is popular after they start using the platform. In fact, video conferences are quickly becoming top choices for businesses around the world, as these web meetings enable clients and employees to interact with one another at any time. 

Completing a video conference for the first time could be nerve-racking, especially for beginners. However, the following tips will help new users become experts in a short period of time. 

1. Understand the software
Review the information provided with the video conferencing tools to fully understanding their benefits. Instructions are designed to help users set up and complete web meetings, so follow the guide to avoid challenges along the way. 

Additionally, presenters can evaluate how and where they will use video conferencing platforms. A web meeting is ideal in quiet, peaceful environments, and speakers who prepare these settings can ensure that they eliminate distractions. 

2. Schedule your first meeting
Treat a video meeting like an everyday, face-to-face gathering. Prepare your materials, determine who should attend and get ready to send your invitations.

Video conferences can be held at any time, but ensure that you schedule these meetings at times that are convenient for all participants. Consider attendees' time zones if audience members are located in different regions. 

Moderators should also send participants in-depth details about how to access the video conference. It is better to err on the side of caution, and providing comprehensive instructions to all audience members ensures that every attendee can participate. 

3. Stay calm and conduct the session
The minutes leading up to the start of your first video conference might seem endless, but when the session begins, you can enjoy the benefits of a quality presentation. Well-prepared speakers have no reasons to worry, as these moderators can conduct their conferences as they would normally host any meeting. 

Ensure that every participant can be seen and heard throughout the gathering. If there is ever an instance where this is not the case, take the necessary time to enable participants to troubleshoot the problem. Allocating extra time toward an initial video conference is helpful, as audience members and speakers can dedicate additional resources to overcome any issues that may arise. 

When the video conference is finished, speakers can breathe sighs of relief and should ask participants for feedback. By collecting information through surveys, moderators can further bolster the quality of their meetings.