Business video conferencing is something many of us do regularly, especially if we are working from home. It’s how we plan and make collaborative decisions when we can’t meet in person.
Here are five tips for running a video conferencing call that’s productive and technically efficient.
1. What’s on the agenda?
A productive video conference has a facilitator and an agenda to keep things on track. The agenda should include the goal(s) of the meeting – make sure everyone has a copy and that it shows estimated time slots for presentations and participant discussion. Take minutes of the meeting and send them to everyone afterwards.
2. Microphones on mute?
For a facilitator, to mute or not to mute is the question. Asking people at the start of a conference to mute their microphones can be interpreted as a signal that participation should be passive. A better option is to ask people who have a lot of background noise to mute when necessary.
This approach signals that you’re welcoming input, which results in a more productive call than asking for blanket microphone muting. Recapping yourself because you didn’t remember you were on mute is frustrating and time consuming!
3. How many apps do I need?
PowerPoints, company databases, emails, chat groups and videos are often consulted in a video conference. But jumping from one app to another wastes time and is not possible if someone doesn’t have an app installed.
Rather than using multiple apps, a video conferencing platform like Mitel’s MiCollab, has everything in one place. One application handles voice calls, video, messaging, presence, audio conferencing, mobility and team collaboration.
4. What if I’m not free?
As a video conference call facilitator you may find some people aren’t available for a time slot, and yet the meeting cannot be postponed. Recording the conference means you can share it with absentees afterwards.
5. What did we decide?
No one should leave a video conference feeling goals were not achieved. These could be purely social, an introduction or a catch-up. But sometimes decisions have to be made. If the facilitator feels this isn’t happening, they should remind participants about meeting’s purpose. If the consensus is that more information is needed before that can be achieved, this should be noted in the minutes.
Business video conferencing made easy
For business video conferencing platforms to suit your organisation, contact Azentro. Our partnerships with infrastructure giants Mitel and Cisco allow us to recommend video conferencing tools for productive meetings for any business size.