Influence of technology on Video conferencing
Technology has made things easier in so many sectors and in so many ways. One of these ways is through video conferencing with the use of AV equipment. Technology has now made it possible for you to sit in your office in Spain for instance and communicate effectively with your business partners in Sweden or anywhere in the world with AV equipment. This means you can now organize and hold business meetings without having to wait for all parties involved to be around or travel. As much as technology in the form of AV equipment has made communication easier, if it is not handled properly, it can cause more harm than good. This is why it is important to train your employees in this regard.
During online meetings, it is important to still maintain the level of professionalism that you would maintain if you were to be having a face to face business meeting. If you don’t want to spend the entirety of an important business meeting battling with the AV equipment and wondering what went wrong and where you can take note of these tips and follow them during a video call to make it go smoothly and without glitches.
1. Test your equipment and network connections before-hand
This is one of the most important things to consider during a video conference call. Both parties should test the AV equipment to be used before the meeting; from the projectors to the sound systems, everything must be in good working condition. This test run can be done a day or two before the actual meeting and for the last time, an hour before it starts. You can make a pseudo call before the meeting starts. This way, you would be able to detect any possible problems and sort it out before the meeting starts. As everything is reliant on network connections, this should also be checked. You don’t want to get to the important part of the meeting and lose connection. It would disrupt events.
2. Make sure the room is well lit
Apart from making sure the sound systems and connections are in place, you should also make sure the room is well lit. You certainly do not want your business partners to have to spend half the time looking for who they are actually communicating with; it does not convey professionalism. You can use natural lighting and can also supplement with artificial lights. Both parties should be able to see who they are talking to and communicate effectively.
3. Always have a backup plan
Even though everything seems to be going well, it is important to be adequately prepared and have a backup plan to fall back on if and when things don’t go according to plan. You can ask the other participants to connect to the meeting via their laptops with either a mobile or speakerphone and an online tool like Google Docs. This way, if the video conferencing does not go as planned, you can fall back on this.
There are also many other things you should do as a professional in preparation for video conferencing e.g. dressing appropriately, maintaining eye contact with the other party, paying attention, etc. Following these tips would definitely make your video conferencing go well.