At ClickMeeting, we think that everyone should experience the incredible benefits of videoconferencing. For one reason or another, some people haven’t yet taken the plunge – maybe they’ve never thought about it before, or haven’t had the time or opportunity to set it up. If this applies to you, or someone you work with or supervise, then a little hand-holding is in order.
There is nothing particularly complicated about running or participating in a videoconference. Yet the importance of things running smoothly during an online meeting can’t be overemphasized. Meetings can be hard enough, and adding technical difficulties, glitches, and other potential distractions can make things more difficult. A little bit of preparation and education is all it takes to get up and running with videoconferencing. Here’s our advice for making the first time go as well as possible.
1. Set up your audio and be heard
Make sure your audio – and everyone else’s – is turned on and everyone can hear each other. The first step of good communication in a virtual meeting is a clear audio connection. If sharing microphones in a room full of people, make sure there are enough for everyone. There should be no more than 5 people sharing one mic.
2. Get a clear picture of yourself (and others)
Give yourself the benefit of good lighting, and test out how you will appear on camera before going live. Sit close enough to the camera so you can be seen, but not so close that it seems awkward. Don’t be shy about letting others know that you can’t see them. Being able to see everyone clearly as if you were sitting face to face is part of maximizing the videoconferencing experience.
3. Ensure the security of your systems
All of your video communications should be encrypted to avoid sensitive information from being leaked to other parties. Set all of the machines, software and systems being used to password-protected. However, don’t make it overly complicated to login and use the videoconferencing system, as this can be a barrier to use.
4. Make the time for training
Videoconferencing is something that you can get up and running with right away, but if you go it on your own, you might feel a little lost the first time or two. In order to make things go as smoothly as possible, everyone on your team should get basic training in using the videoconferencing software and all the peripheral technology needed to participate in an online meeting. Walk through the steps of making a video call and test all equipment until everyone feels comfortable with the process. Written documentation, such as a user guide, should be available for everyone to reference as needed.
5. Have a plan for technical support
When problems occur with video conferencing technology, it may require more advanced troubleshooting than what you or others on your team can figure out. Inform your IT support team when your videoconference will be held so someone can be available to come to your aid if something goes wrong. If videoconferencing is new to your company, your IT support should be the first to know that it’s coming.
It’s never too late to make videoconferencing part of your work life. But there’s no reason to wait to jump-start your online meetings and get up to speed on the latest communication technologies. ClickMeeting can help you get started!