The utilization of Video-Conference tools has grown tremendously in the last two decades. Skype, Zoom, WebEx, and Microsoft teams are tools that are now vastly used by numerous companies all over the world. The recent COVID-19 pandemic has increased the utilization of these video conferencing tools with many companies encouraging employees to work from home. Video conference tools are now used for team meetings, management meetings, presentations, sales meetings, interviews, and many more. Today, being unfamiliar with video conferencing tools can often hold people back from excelling in their careers. Below are 10 tips for conducting a successful video conference meeting.
- Send a calendar invite to every attendee of the meeting
It is important to send a calendar invite to the meeting attendees before conducting the video conference. It is best to send the meeting invite at least two working days before the meeting. The meeting invite should always clearly state the date and time of the meeting and include a link to the video conference. If the attendees fail to respond to the meeting invite, remember to send a follow-up email to ensure if they have received the invite or not.
- Be aware of location and time zones
Particularly in cases where international video – conferences are involved, locations and time zones are things that you should be aware of. Some meeting invites have automatic time zone conversion systems; however, you still need to make sure every attendee is informed of the correct date and time for the meeting
- Become familiar with all video conference tools
Companies use different video conference tools. The key to always being on top of your video -conference game is to adapt to different tools. For example, you may be adapted to using Microsoft Teams because it is the tool that your company uses, and one day an important client sends you a meeting invite in Zoom or any other applications you are not familiar with. In this case, to avoid technical difficulties during the meeting, you need to make sure to familiarize yourself with the video conference tool that you will be using, at least a few days before the meeting.
- Choose a good location
A good location to conduct a video conference should be somewhere that is quiet, well-lit, and have a good internet connection. Choose a place where the background is also not too distracting.
- Prepare back up internet
Always make sure you have a good internet connection before you conduct a video-conference meeting. Poor internet connection is often a major problem with video – conferences. To be completely safe, prepare a back-up internet service before the meeting. For example, if you are using Wi-Fi, prepare mobile data service as a back-up in case the Wi-Fi connection becomes poor or disconnected.
- Prepare all the documents that you will share on-screen.
If you will be sharing your screen to show files such as presentation slides, videos, demos, or PDF files during the video – conference, make sure you have all the files prepared beforehand. This is to avoid wasting time looking for the files during the meeting. Some files may also take time to open or load, so you should remember to open before the meeting. Remember to also close any files or internet tabs that may be irrelevant during the meeting.
- Log in early
To avoid technical difficulties, always remember to log in to the meeting at least 10 minutes before the meeting starts.
- Check your microphone and video functions
Before you start the meeting, always remember to check your microphone and video function. You do not want to be giving important points during the meeting only to find out your microphone was not working the entire time. If you are unsure, you can ask the attendees whether they can hear you clearly before you start presenting or giving input. The same advice goes for screen sharing.
- Record the conference meeting
Many video conference tools include an option to record the meeting. Recording the meeting can be especially useful so attendees can go back to verify the information that was discussed. The recorded conference may also be sent to employees who were not able to attend the meeting. Remember to inform all the attendees that the meeting will be recorded and get their consent before you start recording.
- Send a follow-up email after the video conference
Just like regular meetings, it is important to send a follow-up email to the meeting attendees after the meeting was conducted. A general follow-up email should include a thank you message as well as a summary of the meeting. The follow-up email ensures that everyone who attended the meeting is on the same page with what was discussed during the meeting. If your meeting was with a prospect or a client, a follow-up email also serves to encourage further discussion.
The ELSA ENERGY Talent Solutions team hope that these 10 tips may aid in your future video-conference meeting be it for an interview or even for a quick 15-minute chat.
Alternatively, if you’re looking for digital solutions to grow your company you may check out our ELSA Digital page here.