Six Tips for Video Conferencing: Avoiding Common Mistakes

Statistics show that since the beginning of the outbreak of the coronavirus epidemic, there has been interest in video conferencing around the world

Vendors keep their finger on the pulse and offermore favorable conditions for subscribers, while the value of their shares is growing(the most striking example is Zoom, whose securities have become 15% more expensive).The advantages of remote communication are obvious: the threat of contracting a dangerous disease is reduced to zero, and the productivity of communication does not suffer at all, and sometimes vice versaMeetings and briefings, product presentations, interviews, meetings with customers and partners are held online.Among the main advantages of remote meetings, in addition to safety for health, are saving time and money, as well as convenient functions for communication and work.

However, if video calling has not yet become for youhabitual communication tool, then possible technical problems may cause concern. What if you cannot be heard or seen, the computer freezes, a jackhammer starts working outside the window and interferes with the conversation? We offer you 6 life hacks that will help to avoid embarrassing situations and make meetings in video mode as productive and comfortable as possible.

1. Responsibly approach the choice of camera and headset

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No matter how you love your AirPods, duringvideo conferencing will have to be abandoned. Headsets with a wireless connection or a 3.5 mm jack will not provide the necessary quality of communication during a business conversation. In such devices, the quality of sound capture is focused on domestic purposes, and microphones are declared only “for show”. If you want to focus on work issues, rather than listening to every word of your interlocutor or repeating inaudibly transmitted remarks several times, use wired USB peripherals.

Often, it supports noise reduction,which is simply necessary when working in an urban environment where the buzz of traffic and repair work can greatly degrade the quality of the conversation, as well as in open-space offices or coworking. And if you are worried about the availability of such equipment, then we hasten to reassure you: the prices for a good headset have not been biting for a long time, and it is sold in any electronics store. The same thing applies to cameras - even inexpensive models will provide you with a much better picture than the built-in laptop camera.

2. Put the computer on alert

Video quality depends not only on speedInternet connection or quality camera, but also on the performance of your computer. To avoid audio interruptions or picture degradation, close applications that use a lot of RAM — browsers with many tabs or Photoshop — before the conference.

Difficulties can also arise due to applications open on the computer that haveIf you can't be seen during a video conference, but you know for sure that the equipment is plugged in and workingcorrectly, check what other programs are running – the camera may be usingOther video conferencing software, video recording or snapshot app.Better yet, turn off such programs before the start of the conference so that you don't waste time searching for and fixing the problem during the call.

In addition, you should worry about quality.and internet connection security. We recommend a wired network connection, and in cases where it is impossible to use it (for example, when working in coworking), a wifi connection that requires a password and ensures good connection quality. However, if you are going to discuss an important transaction and exchange files that you cannot admit to third parties in any way, you will have to refuse to use the public network. After all, you can never know for sure whether an attacker is sitting at the next table, who is able to infiltrate your conversation, gain access to personal data and payment systems.

3. Use collaboration tools

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“Better to see once” is a rule thatEffectively applied to working video conferencing. After all, it is much more convenient to show a graph of sales growth or a finished page layout than trying to describe them. Modern videoconferencing solutions for these purposes are complemented by convenient collaboration tools - demonstrating a computer screen or showing presentations, recording video conferencing, the ability to communicate in chat rooms and other functions.

Get ready for a video call with a client, reportbefore the boss or the announcement of a new product, but do not have time to make a presentation? Do not panic and do not waste time preparing slides “on your knees” - just show your interlocutors the entire desktop with all the necessary information. Some video conferencing solutions even allow you to broadcast windows of specialized applications - for example, if you need to show a layout or a complex 3D model. At the same time, not only Western developments have such functionality, for example, in the TrueConf video communication solution.

4. Take notes during a video conference

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The long and effective meeting is over, yougathered to streamline new information and suddenly realized that you can’t do this. The handwritten entries in the diary look like a code, the information that you hoped to remember is forgotten, and your colleagues did not write anything at all, so there is no one to ask the question. Common situation? Do not allow it to be repeated: be sure to keep a protocol and note in it all the agreements, decisions made and new ideas. This will significantly save your time and allow you to not lose sight of anything.

Now there are many programs thatoffer to automatically create notes during video conferencing, but their use is not always justified. Automation algorithms still do not work as well as the developers promise, and the cost of software is quite high. To create notes, it is quite possible to use the group chat built into the videoconferencing solution, in which all participants will be able to give the necessary comments.

After the meeting, you can leave notessort and send to participants by mail. Start by discussing the protocol of the next scheduled meeting, check the readiness of the tasks, progress in their implementation, or discuss the issues that have arisen.

5. Create a working atmosphere

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You can conduct video conferences at home, especiallyif your city is quarantined or you just don’t like visiting the office. In such a situation, choose an application that allows you not to fall out of the workflow and maintain the seriousness of the negotiations. Some VKS solutions (Zoom, TrueConf) support replacing the background behind your back on the fly - you just need to choose a room with a plain wall. Also warn your loved ones not to accidentally appear in the frame or distract you and your interlocutors with loud questions about sandwiches and coffee.

Before answering an incoming video call, make sure your desk is clean. This will help to concentrate on work tasks, and also save you from creating unnecessary sounds during communication.

6. Make the choice of creating conferences on the fly

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Scheduled video conferencingSchedule is gradually becoming a thing of the past. This is due to the complexity of the procedure: you need to select all the necessary parameters, send out invitations, make sure that everyone receives them and safely joins the conversation at the appointed time. Moreover, any adjustments require the repetition of certain steps and complicate the process.

It’s much more convenient to use softwaresoftware that displays the status of your interlocutors (offline, online, busy, etc.) and invite them into conversation “on the fly” in just a couple of clicks. In addition, the status will help you determine whether to call a remote employee right now - in this case, you will not distract him during an important meeting or a trip while driving.

In the dry residue

So, adhering to only six recommendations, you can make communication in video format as comfortable as possible, and also declare yourself as a connoisseur of corporate online etiquette.

1. Do not save on the camera and headset for yourself and your employees. It is much easier to concentrate on work if you don’t have to ask every five minutes: “Can I hear?”
2. Before video conferencing, close all resource-intensive applications - browsers with a large number of tabs or Photoshop, as well as programs that use the camcorder.
3. Use screen sharing, file and message sharing, video conferencing, etc. These tools will significantly increase the effectiveness of meetings and work in general.
4. Do not forget to take notes in a group chat during a video conference and remind your colleagues about it. It will be much easier to remember new information and reflect on the ideas received.
5. Do not waste time booking a meeting roomthe hall and the complex organization of video conferencing to solve everyday issues. Create group calls right from your workplace without any loss in efficiency.
6. Use solutions that allow you to create conferences without prior planning – this will save you time and get rid ofa lot of organizational delays.

And most importantly - choose software designed for corporate communication, and not for calls to family and friends. We wish you a successful videoconference!

Photo: Unsplash

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