Video Conferencing from Start to Finish
Video conferencing has greatly changed the way businesses and individuals communicate over long distances. The basic idea of video conferencing is using computer and phone systems that let you hear and see your caller at the same time, making for a more intimate and engaging long-distance communication.
While some people only video conference to stay in touch with an old friend who’s far away, more and more people are finding that they need to know how to effectively video conference in more formal situations. Many businesses are now conducting job interviews via Skype, not to mention using video conferencing to get updates from employees within the company. It pays to be familiar with effective video conferencing techniques as a general professional skill. Video conferencing strategies break down into two areas: carefully preparing for the call, and knowing how to engage individuals during the conference.
Preparation
The first step to preparing for a video conference is getting used to whatever technology you’re going to be using. In business situations, this usually consists of a large screen, a remote-controlled camera, microphones, speakers, and a phone line. For one-on-one video conferences, Skype or other video conferencing software and a web cam may be the only components that you’ll need to be familiar with beforehand.
No matter how simple or complex the technology you’re working with, take the time to become very comfortable with it. Make practice calls, and evaluate the picture quality and volume controls. Do you know how to adjust the picture on the large video screen quickly? Can you quickly turn down the volume if it spikes during a presentation? You want to be sure that you can fix any technical issues fast, to minimize any interruption should they occur during an actual video conference. Directly before a conference, re-test your set up and make a test call, no matter how “sure” you are that it’s functioning correctly.
Presentations
If you’re making a presentation during a teleconference, there are a few things you can do to make it as effective as possible. Keep text and graphics simple, and let your own voice and body language fill in the details—in a video conference, you are the main informational tool, and the screen is there to aid you, not to make the entire presentation. Ensure that the font size and any images or graphs you use will be legible on the actual presentation screen. Make sure that there is nothing distracting near the presentation screen, and that no ambient movement will be captured by the camera. On presentation day, dress conservatively and avoid white clothing, which can cause a glare. You want the focus to be the presentation itself, not your dangling earrings or plaid shirt.
Things to Remember
When the day comes for the actual video conference, have a handle on your own body language, with respect to the camera and your far away audience. Make direct eye contact with the camera when you’re speaking, and use natural facial expressions and gestures to make your communications more engaging. Avoid coughing, tapping your fingers, or any other ambient noise that might be picked up by a mic.
The best guideline for your behavior during the video conference is to act like your audience is across the table from you. Introduce yourself and learn their names. If you’re making a formal presentation, set out the agenda and the time frame you’re working within. Invite your audience to let you know if they can’t hear or see you well, and you should prompt them if they are unaware of technical difficulties on their end of the line. Once it’s clear that the system is functioning correctly, avoid any unnecessary shifts in camera or volume that could be distracting. Use the etiquette you would use in any regular business meeting: don’t look bored, and don’t start side conversations. When you’ve come to the end of the meeting, leave some time for closing remarks and chit chat, thank them for their time, and make another meeting date, if necessary.
More Video Conferencing Resources:
- How to use video conferencing effectively in your classroom: Teachers can use this resource from the U.K. government to figure out how to integrate video conferencing into their classroom instruction.
- What makes group learning effective in a video conference setting: If you’re interested in a scientific approach to video conferencing, check this out. Scientists studied how different groups learned while video conferencing and which communication strategies were the most effective.
- Distance learning and video conferencing: This document was developed as a guideline for teachers who present class materials to distance-learning students via video conferencing. The general information is useful for all videoconferencing situations, however.
- Best Practices and Etiquette: The Video Development Initiative provides this good overview of acceptable behavior for video conferencing and some common pitfalls to avoid.
- Video Conferencing Etiquette and Meeting Tips: Pennsylvania State University covers same basic guidelines for preparing and running a video conference.