The biggest advancement of technology has been a great boon for the working class people, especially during the pandemic situation. Staying in touch with each other and with your proficient clients through these online portals definitely helped the business running. Perhaps the most crucial tool is video conferencing software that eliminates the need for in-person meetings and face-to-face communication. The need to for such remote working tools has become paramount to an organization’s smooth work progression. A remote online meeting saves time and increases productivity. The technology can range from Skype, Zoom, Hangout and others used by various industries to connect. No matter what technology you are using, it is crucial to make sure beforehand your virtual meeting runs smoothly. Given below are 10 best tips for effective video conferencing. 1- Test your system in advance Before starting with the meeting, it is imperative that you perform a quick test run to ensure your system is ready to go, that includes the camera and microphone are working and your meeting software supports multiple participants. 2- Stable internet connection The most important feature of video conferencing happens with a fast internet connectivity. If the connection is slow, it will affect the meeting with visual and audio interference adversely. You can use a LAN cable that will help guarantee a stable internet connection. 3- Having a clear agenda A clear agenda will help to avoid confusion and waste time related to irrelevant topics. So you need to ensure that you set out the key issues that is crucial and needs attention in the meeting. Make it clear for each of the participants what their roles are in the meeting. You can appoint a meeting moderator, who is a person with full authority to control the proceedings of a meeting keeping everyone focused on the main issues of the conference. Don’t forget to send this agenda to everyone at least 24 hours before the meeting and seek acknowledgement from all the participants. Setting automated meeting reminders using Google Calendar is another helpful feature. 4- Account for different time zones It can be common to have participants from different countries as the world has become more globalized. So you need to plan your virtual conference accordingly and pick a time that will work for all the team members involved. It is very important to keep time zones in mind, particularly when you’re sending calendar invitations and won’t affect the productivity of the meeting. 5- Set time limits Since you have to finish off the meeting in the set time, setting of time limit for issues and the duration of time for each participant is crucial. This will help the members stay focused without going off track and help you achieve the a lot more in the limited time period. 6- Minimize distractions It is really important to ensure that there are no obstructions in sight that can cause distractions during the progression of the meeting. So to avoid any kind of interruptions, you need to inform the participants that they need to sit in a well-enclosed and clearly luminous room with clear background. It’s better to keep your phone is silent mode during the conference. 7- Dress professionally Staying at home and working means wearing something comfortable all day. But this is not professional when attending a video conference. A formal setting requires you to dress accordingly and follow your typical in-office dress code. Also, avoid wearing multicolored outfits or too much of make up for a video conference. Read more: 7 Tips for a Successful Video Conference
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