Tips for planning a successful video conference
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 your next video conference is successful.
Nobody likes long-winded meetings, and video conferencing is no different. Always plan your lectures to be no longer than 1-2 hours. Longer sessions will leave participants tired and bored.
Be sure to prepare an agenda before the event. Double check to make sure you have all of your graphic aids, teaching materials, and any other important or relevant materials on hand. Prepare a proper seating arrangement and make sure 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’re dealing with a foreign location, early preparation and coordination are vital to your success.
Please attend all test sessions to ensure that 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. Give any and all materials for broadcast to the video conferencing site technician at least two days in advance so they can familiarize themselves with it. For optimal readability, use large, clear fonts. Use a wide margin, as the sides will be slightly cut off on the screen. Keep the format landscape, with simple images and few words.
Prepare a list of questions and answers before the conference to keep the session flowing smoothly and quickly. Arrange for participants to meet at the videoconference location 10 minutes before the session begins so that 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 done, all it takes is an attention to detail before and before the minute the conference actually starts. Take the time to do the things in this article, and you’ll have everyone talking about how professional you are when it comes to hosting a video conference.
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