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6 Tips On Planning A Successful Video Conference
Video conferencing is a useful business tool that brings people located all over the world closer together. The magic of videoconferencing is that it has erased all boundaries, reduced travel times and reduced costs. Companies like research units can choose to organize important business meetings as well as training modules using videoconferencing.
The steps to planning a successful video conference are simple. First you need to decide on a day and time taking into account time zones and holidays.
- 1. Send a notification to everyone involved in the videoconference and confirm their attendance. 2. Decide on a format for the videoconference and ensure that it runs smoothly by checking that all participants have the necessary equipment. 3. When choosing a location, consider audio and video quality. The room should be simple and the windows should ideally be behind the video conferencing system or covered with blinds. Choose the right seating arrangement taking into account aspects such as audio echo. Light furniture and a well-lit room with fluorescent lights are recommended. If the walls are blue, this is ideal. Isolate the room from outside noise as much as possible. 4. Check if you have a proper network connection. It must be a digital network service such as an IP or ISDN service. Consult your local VSGi representative. You will need a LAN connection, appropriate power outlets, and cable trays or conduit. 5. Provide equipment such as a second plasma monitor sized 27″ to 60″, VCR or DVD player, document camera, auxiliary camera, laptop computers, wired or wireless touch control panels, etc If in doubt, call a professional. 6. General tips for a videoconference are:
- a. Ask participants to be seated at least 10-15 minutes before the start of the conference. b. Send a short note to all speakers on how to speak/present slides in a videoconference. vs. Position the camera so that all participants are visible. D. Everyone should speak normally, as in a face-to-face meeting. It will not be necessary to speak louder. e. Avoid fidgeting with feet or papers. The microphones will pick up all sounds, even whispers. F. Use normal meeting etiquettes.
The World Wide Web has dramatically changed the way the world works. Today, online meetings or video conferences are commonplace and participants can be in any corner of the world and yet be present at the meeting. Participants can brainstorm ideas, present slides and data, discuss and debate issues, and interact as they would in face-to-face meetings. Participants will simply be seated in their own offices instead of a conference room. Video conferencing has become state of the art with excellent sound and image quality and the process saves businesses a lot of time and money.
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