Voice and video conferencing

Posted by Alex Johnson on February 6th, 2020

Inmodern-day businesses, voice and video conferencing have become an elemental tool. The reason for voice and video conferencing becoming popular is that they boost productivity, efficiency, and are economically viable. It help businesses connect, communicate, and collaborate with their geologically scattered employees, clients, and customers.

Check out the following tips to be better prepared before you face the next voice and video conference:

Be set up to face the camera

Voice and video conferencing practically can be done wherever there is the internet. Even if one can do audio-video and web conferencing from their bed or couch, they should still be dressed appropriately.

One can be asked to face the camera at any time. So, dressing up or presenting themselves in an unprofessional manner leaves a sour taste and makes the whole conference unpleasant.

Set a suitable area

Even though voice and video conferencing can be done from the convenience of your home, it needs to be treated with the same professionalism and seriousness as that of an actual face-to-face meeting.

However, the environment should be picked with the utmost care. Therefore, noisy places with bad lighting, and other such disturbances, which give audio-video and web conferencing a lousy feel for the participants, should be avoided.

Ensure there are no technical issues

Make sure to test the following before you start thevoice and video conferencing:

○        Camera/webcam

○        Computer

○        Lighting

○        Microphone

○        Internet connection

These are essential tools and cannot be compromised, as these hamper the conference from broadcasting correctly, thus wasting everyone’s time.

Punctuality

Voice and video conferencing should be participated and hosted with the same earnestness as that of an in-person meeting or conference to improve professional competence and potency. Being early also gives the host time to get used to the web tool and set up necessary things for audio-video and web conferencing; thus, they can create a better outcome.

For a host to be late while audio-video and web conferencing is the most unprofessional behavior. If the guests have to wait for the host to start the conference, it gives a terrible note at the same time, which is a waste of effort, resources, and time itself.

Getting a good moderator

During the voice and video conferencing, a moderator should be assigned and be aware of their roles and responsibilities.

The role of a moderator is critical. They manage the audio-video and web conferencing by maintaining a flow according to an agenda. They are also responsible for helping each one of the participants by giving them a chance to raise their questions and commenting on the discussed topic.

Make a plan for the conference

The agenda also gives voice and video conferencing a flow and helps the speaker to stay on course. The participants get a glimpse of the conference and know what to expect from the conference after reading the agenda. Hence, making an agenda is useful for both the host and as well as the participants.

While voice and video conferencing, one might drift from the topic, start duplicating the speech and the visual aids. To avoid this, planning and setting up an agenda is of utmost necessity.

Conclusion

Most of the time, voice and video conferencing go right on schedule, to the agenda, and with all the right ticks. However, it still goes unsuccessful because of avoiding a few necessary things like:

○        Telling the participants about the next steps they should follow to continue the discussed topic at voice and video conferencing.

○        Always give a rundown of everything discussed in the conference while concluding.

○        Providing time for Q&A helps in solving the doubts participants get while voice and video conferencing.

○        Giving a follow up to the voice and video conferencing helps the participants to stick to the topics.

Takeaway: Knowing how to face voice and video conferencing is necessary for the modern-day business world.

Nowadays, voice and video conferencing are used in staff training sessions, shareholder meetings, product launches, marketing services, and even interviewing prospective employees.