Videophone calls and online conferencing are an integral part of business communications. Services such as Skype, iChat or GoToMeeting are widely used to connect remote workforces.
Tips for Successful Videoconferencing
- It can’t be emphasized enough: Test all of your systems and technical capabilities ahead of time. This means not just familiarizing yourself with the software but also the necessary hardware. Computers can behave differently when connected to new monitors and sound systems. Test each piece of equipment in the way it will be used before you rely on it for a call.
- When using a service provider talk to a representative well before your first scheduled meeting. Complete any suggested tests or trials, and make contact with the provider’s help and support services so you have someone to call if you need them during the call or meeting.
- Give remote participants correct and detailed instructions and do your part to keep the process simple and clear. If your
- Use a private room or location. An office with a door that closes is best. This reduces noise and distractions and decreases the likelihood of interruptions.
- Dress as you would for an in-person business meeting.
- Think about your background. This includes both the sound and visual fields. Minimize background noise and check lighting, particularly from windows, so it doesn’t obscure faces.
- In a home office, use a background that is clean, uncluttered, professional and not overly personalized. Barking pets, personal clutter, or food and beverages in the frame detract from a businesslike impression.
- Identify everyone. Many systems use an open microphone and speaker, similar to a phone conference call. It is polite to identify anyone on both ends of the call, even those who might not be visible, and at the same time disclose that a live microphone and camera are recording and transmitting.