Top Tips For Making A Good Impression During Video Conferencing

Video conferencing has long been considered a useful tool for communicating with customers and colleagues living abroad. For some, traveling abroad was just a ploy to waste money and time. At the same time, productivity will improve, and the business world will undergo even greater changes. It doesn't matter whether you use free social software, professional cloud-based video conferencing, dedicated room-based telepresence, or something else. No matter the technology, leveraging video conferencing best practices is essential to conducting productive video meetings. However, as with any technology, there are several other factors that can affect the success of your call.

Everyone wants to get the most out of their VC efforts, but it's possible that something or two might go wrong during a call.

Here's a list of the best video conferencing solutions and common etiquette to make the video conferencing experience memorable for both you and your clients.

1. Keep your environment under control.

Before the meeting, you should make sure there are no distractions within the camera's field of view. Any elements or objects that may be distracting to other participants must be removed. Make the best impression and handle calls professionally with optimal lighting and minimal background noise. Before the meeting, make sure your cell phone is not in silent mode. Instead, we recommend that you keep your cell phone or other distracting device out of sight during such sessions whenever possible. Also, tell participants how to mute their microphones to avoid interruptions. Pro tip:

Imagine that the participant on the other end is not on the phone but is in the same room as you. This helps maintain decorum and minimizes the chance of common mistakes.

2. Run a trail check to avoid errors.

In alert mode, advance warning is always helpful. It never takes more than a few hours to keep you updated as the situation arises and make sure everything is near perfect. Please be aware of small issues such as, for example, removing background noise, ensuring a stable and fast internet connection, working according to the client's time zone, and other technical issues. Make sure that such issues, if left unchecked, can negatively impact your meetings by causing visual glitches and audio inconsistencies. If you are using a laptop for VC, make sure you are using a LAN cable that ensures a secure connection. If wireless is your only option, make sure it has advanced encryption and password protection to avoid interruptions.

3. Send the agenda along with the meeting invitation.

You need to be transparent, so it's best to keep your customers fully informed about the reason for their invitation. This can easily be achieved by sending an agenda before the meeting or conference. It should be attached to the meeting invitation so that guests can properly prepare for the meeting.

4. Don't leave your audience in the dark. 

Adequate lighting with minimal glare is a key element for a successful video conference. You can also choose natural light. However, if you do this, be careful not to distract the participant on the other side. When video conferencing, avoid rooms with windows. Although they are an ideal source of natural light, they can negatively impact the quality of video calls with sharp silhouettes and significant interruptions. You should use a room designed for low-light conditions, so the camera has enough time to adjust its frame and brightness to suit you and your shadow.

More or less, you should make sure your cameras are properly lit and try to use fluorescent or subtle lighting in meeting rooms.

5. Make the right decision:

Choosing video conferencing software may be difficult at first, but you should be careful when choosing. Top-of-the-line video conferencing software for optimal business communication. For smooth video collaboration during meetings, be sure to get the updated version of the software and check its compatibility with your other needs. These types of applications are free to download, allowing you to get the most out of your virtual meetings and generate higher business revenue. If you're using a new device, make sure your team is familiar with its features and confident in using it. For more information on this topic, see this blog on how to choose the right VC tool at a low cost.

Remember that video conferencing can be a powerful tool when it comes to relevant discussions. So, don't let anything stop you from making the best impression. Keep the above points in mind for a successful subsequent video conference.

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