Top tips for effective video conferencing

Rapid developments in technology have changed the face of business communication, with video conferencing no longer seen as a novelty and something only used by large corporations with equally large budgets. Today, video conferencing is a reality for all businesses and comes with a multitude of benefits. With the ability to work remotely, from anywhere, anytime and still be able to take part in engaging and productive meetings, video conferencing can create stronger relationships and enhance communication in a way that audio meetings simply can’t.

With that said, it is now more important than ever before to follow best practices, in order to make sure you and your team are having the most productive and engaging video conferences possible. Therefore, our tech experts have put together a useful list of tips to ensure you’re always getting the most out of your video conferences:

Join early

Punctuality is a must when joining a video conference and signing in a little early to test the equipment and check everything is working as it should be, can help you to avoid any potential technical difficulties. The most important elements to test are the quality of your microphone and camera, as well as the stability of your broadband connection. Any issues with these three things, will almost surely lead to the video lagging, freezing and even cutting out altogether. Plus, if you’re hosting the conference, joining early will allow you to welcome everyone else as they sign in and instantly create a warm and friendly environment for the forthcoming meeting.

Consider your angles

One of, if not the main benefit of a video conference is the ability to hold a face-to-face meeting with other people from literally anywhere else around the world. However, if your camera is not angled correctly, the other participants may not see your face at all! To avoid this, make sure you’re placing your camera in a position that allows for your head to remain in a comfortable position. Treat your video conference like you would an actual face-to-face conversation and ensure you’re making consistent eye contact and reacting naturally.

Be aware of noise

Being able to take part in a video conference from anywhere you’d like is a fantastic convenience, but with participants joining from their own homes, coffee shops and even building sites, noise can be a distracting factor. Therefore, it’s important to consider the suitability of your surroundings and to make sure you’re taking the necessary steps to make sure the other conference participants can hear you clearly. For example, if you’re wearing a Bluetooth headset, be aware that they are very sensitive to background noise and as a result, will amplify the sound, so adjust the volume accordingly. Wherever you are, make sure that you’re in a quiet spot with minimal people and minimal noise around you.

Appoint a producer

For video conferences with a large number of attendees, appointing a producer can make for a more organised and effective meeting. Whether it’s a co-worker or an out-sourced professional, the producer will facilitate the tools needed to make sure the meeting runs as smoothly as possible. The host will also be able to present without the distraction of questions, screen transitions and any potential technical issues, as producers will man instant messaging and chat software, screen sharing tools and recording options. Without these additional elements to consider throughout the video conference, the host and attendees are able to focus on the meeting, contribute if necessary and absorb all of the information.

Be considerate

Due to video conferencing being an in-person interaction, all of the same rules from an actual face-to-face engagement apply, in order to get the most out of your video-enabled meetings. Paying attention to the speaker, ensuring people aren’t all talking at once and minimizing any multitasking will result in a more productive and efficient meeting. Although these things seem like obvious actions to take, they really can make the difference when building strong business relationships and creating great communication.

Now you have the knowledge to make sure you’re getting the most out of your video conferences, the next step is to ensure you have the right equipment, such as our industry leading video conference phone, NT Multimedia. From business phone systems to IT services, we can provide you with the right communication tools for your individual needs. Call our team today on 03333603723 or email to find out how we can future-proof your business.


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