How to Make Video Conferences Run Smoother

A video conference is a great way to see your team “face to face” without actually being in the same room. This is especially useful for those businesses that operate with remote teams or clients, or businesses with branches in several different geographic locations. Sometimes, flying everyone out to a specific location for a meeting just isn’t practical, so you’ll want to use technology to bridge the geographic gap. Here’s how to make a video conference run smoother so you can maximize everyone’s time and keep things running efficiently.

High-Quality Video

The first component of a successful video conference call is a high-quality video feed. Some providers claim to offer 1080p HD video feeds, only for you to find that during your call, the picture is pixelated and jumps around. This can be a serious letdown and serve as a distraction and a frustration point for everyone in the call. If you’re paying for HD, you should be getting HD!

High-definition video makes all the difference when you’re talking over distance. If you’re getting pixelated video, you won’t be able to read body language or see presentation materials well, and you certainly aren’t getting your money’s worth. Be sure if your provider claims to offer HD video that you’re actually getting HD video. A good video feed can make your meetings run much smoother and reduce interruptions.

Good Software

Good software is another crucial component of a smooth video conference. Whether you’re using cloud video conferencing or traditional video chat services, ensuring the quality of your software will not only guarantee a high-quality video feed, but also that you’re getting access to other great features to keep your meetings running smoothly. Not to mention, you want to be sure your money is going to good use for a product that’s supported by the company that created it.

Good software will vary in its features, but most conferencing services come with large audio conference rooms that can support 200+ people, video conferencing tools, screen sharing, and even cloud storage. You should also be able to record your meetings for later review or to protect yourself or a client (in the case of a legal phone call or other types of high-value conversations).

Use an Agenda Every Time

Every article you’ve ever read on hosting better meetings likely mentioned an agenda at some point. This is because an agenda is the number one component of a successful meeting, whether it’s a video call or an in-person pitch. A poorly-planned meeting without an agenda will quickly become derailed and can frustrate everyone in attendance.

Bring your agenda to the video meeting and refer to it often, and don’t forget to share it with anyone who will be participating. Your callers will want to know ahead of time what’s being discussed, who’s discussing it, and when the meeting will take place (as well as dial-in or join info). You can create the perfect agenda using online templates or by simply listing ideas in an email; it doesn’t matter how you create your agenda, as long as it’s effective and is able to be shared with the other callers.

Enforce Rules and Etiquette

Enforcing rules and etiquette in your video calls can make things run smoothly and prevent any arguments or abrasiveness from the other callers. Be sure to lay down ground rules and expectations before the call takes place, and encourage callers to stick to simple etiquette during the conversation.

This, of course, means not interrupting other callers when they’re speaking, not talking over everyone else in the call, muting the microphone when you’re not speaking (especially in a loud environment with lots of background noise), respecting other people’s opinions, and not using the meeting time to text, scroll social media, or do other activities not related to the call’s subject matter.

Courtesy is something that goes a long way when you’re making a first impression, so if you’re introducing the team to new clients, team members, or anyone else, these rules should absolutely be followed. Humor should be kept to a minimum and should be work-appropriate (this means no racist, sexist, or otherwise offensive jokes on the call).

Lead the Call By Example

What’s the best way to lead a successful call? Leading by example, of course! A good leader takes the bull by the horns and sets the example for team members to follow. Be polite, courteous, and organized in your calls, and your fellow callers will follow suit. Show them you value their opinions and respect their input, and you’ll get the same in return. If your team members feel valued, respected, and appreciated, they’re more likely to follow your direction; which can make for a better organization overall, not just better conference calls.

This article does not necessarily reflect the opinions of the editors or management of EconoTimes.