October 24, 2013
5 Tips for a Successful Video Conferencing Session
By Susan J. Campbell TMCnet Contributing Editor
Video in the corporate environment has come a long way from the days of choppy images and latent audio. Today, even small businesses can leverage high quality interactions without making significant investments in equipment or technology. Offerings like video managed services help take the complexity and high cost out of the equation to ensure the delivery of the optimal experience.
Such services also help to enable the use of video conferencing on a regular basis. For those businesses with remote or brand locations especially, the ability to launch face-to-face collaboration sessions can lead to more productive interactions and speed time-to-market on new products or services.
Putting the right technology in place is only the first step, however. To launch an effective video conferencing session, it helps to have a clear strategy in place. Let’s take a look at five tips you can use in your environment to ensure a successful interaction.
- Establish a Protocol – While it doesn’t have to be a formal approach, it is important to put a protocol in place for the way you will handle all video conferencing sessions. This includes starting and stopping on time, having an agenda ready, being prepared and more. Use a standard virtual meeting room, and approach interactions just as you would a face-to-face meeting. It also helps if you get online a few minutes ahead of time to make sure everything is working as intended to protect the productivity of the meeting.
- Train all Users – The protocol you develop won’t deliver the intended value if the person running the meeting doesn’t know how to use the technology. Wasting valuable time not only leads to a disastrous meeting, it can also hurt attendance for future meetings. If you rely on video managed services, make sure the supplying vendor offers training at the onset and for additional employees as they are added.
- Involve all Participants – While this point isn’t as important with meetings between just two people, if several people are involved in the conference, it can go a long way toward engagement. Give everyone a role in the meeting and respect the individual’s opportunity to share and the value they add to the interactions.
- Incorporate Collaborative Tools – While you can get a lot done in a video conference, participants are likely to still want to get back to their daily responsibilities as quickly as possible. Try incorporating collaborative tools like Google (News - Alert) docs for sharing information or a chat window for capturing ideas on the spot. These are especially useful when brainstorming is taking place and can actually save time overall.
- Set Clear Expectations – Scheduling a meeting for the purpose of a meeting is never a good use of anyone’s time. Likewise, failure to follow-up on assignments after the meeting also communicates that the time was not well spent. Set clear expectations of what you expect to accomplish with the meeting and hold participants accountable for the assignments given during that time. In doing so, you get more value out of the experience and the tools in place.
While these tips only scratch the surface when it comes to the efficient and effective video conferencing session, they will help you get off on the right foot. Extend your plan and see where you can take it from there, leveraging all the benefits afforded with video managed services at your fingertips.
Edited by Blaise McNamee