Video calls are a powerful tool for business, but they can also be difficult to pull off. They require extra preparation and organization, not to mention being mindful of your environment and other people’s needs during the call.
Thankfully, with a bit of knowledge and practice you’ll be able to make your video calls as seamless as possible so that everyone involved can maximize their productivity in the time spent together!
Before you begin the video call, make sure you are prepared. Here are some things to do:
- Make sure your laptop is fully charged or plugged in. You don’t want it dying in the middle of your presentation!
- Have a checklist ready so that you can go over everything before starting. This means checking that your WiFi connection works, getting all of your equipment set up properly, and making sure everything sounds good for everyone on the call.
- Have a list of questions to ask and answer during the call as well as any notes about what topics need more explanation or clarification from an earlier meeting or email correspondence between parties on the call (if any).
Be on Time
It’s important to be punctual for your video conference calls, especially when you’re on a call with someone else. Being late is rude and unprofessional; it shows that you don’t respect other people’s time, and it’s disrespectful toward the person who has been waiting for you. It also makes other participants feel less valued and respected, which can impact their productivity during the meeting as well as their overall opinion of you and your company.
Be Aware of Your Environment
The environment you choose for your video conference call is just as important as the technology you use. Be aware of your surroundings, and consider these factors:
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- Make sure it’s quiet. You don’t want to be interrupted by someone talking on the phone or walking into your office!
- Make sure no one can see or hear you. If you’re at home, shut the door and turn off any music or TV shows that might be playing in the background.
- Make sure there isn’t a lot of glare coming from windows nearby (or anywhere else). The window may make it difficult for others to see what’s going on with their end of things during conference calls – so try not to let any sunlight get in there while chatting away with coworkers across town!
Be in Charge of Your Screen Sharing
The first step to being in charge of your screen sharing is to make sure that you are the one who starts the conference call. It’s not uncommon for someone else to start a video conference and then hand over control of the screen sharing so they can go back to what they were doing.
If this happens, you won’t be able to share your screen because it will be on another person’s computer. As soon as someone else has control of your screen sharing, ask them if they can let you take over and show off what it is that needs to be shown at that moment.
Know How To Collaborate With People Remotely
To ensure that you and your colleagues can collaborate effectively, be sure to use tools that allow for real-time collaboration. Tools such as Slack and Google Hangouts are great for sharing messages and files with one another, but they’re not ideal for recording a video conference call.
Use a web conferencing tool like Zoom or BlueJeans instead if you want to record the call so that others can watch it later on their own time or in their own place. For additional help with this process, check out our guide on how to schedule meetings over Skype – it’s got some great tips!
Choose Your Tools Carefully
When it comes to tools for making video conferences, you have many options. If it’s your first time using a tool like this, start out with something simple and reliable. For example, the Skype-to-Skype calls from Microsoft are free (though they do offer paid upgrades if you want more features). It’s easy to use and has been around for years so there’s lots of support available if you need help or get stuck somewhere along the way.
You can also opt for Google Hangouts or Facebook Messenger if you already use those services regularly on your computer or phone. Some people like Google Hangouts because they believe it is easier to record conversations; others prefer Skype because they feel like it has better quality audio calls than Google Hangouts does. Try both and see which one feels right for what kind of video conference call experience works best within your business culture!
Video Calls Are Helpful When You Use Them Right
Video calls really can help you get more done, but only if you do them right. When I say “right,” I mean making sure you’re clear on what the call is for and being prepared before, during, and after the meeting. Here’s what that looks like in practice:
- Know your goal: Before you make a video call, know exactly what it is you want to achieve. Don’t just assume that getting everyone in one room will help things go smoother; there needs to be an actual plan with concrete goals in mind so everyone knows what they’re working toward. This could include anything from discussing an upcoming project or brainstorming ideas for marketing campaigns (or anything else). If there’s no direction or purpose behind the meeting then it’s likely not going to be productive for anyone involved—and people are likely wasting their time by being present at all!
Video calls are a great tool for business, but they can be tricky. A little preparation and planning can go a long way. If you want to make the most of your video conference call, it’s important that everyone on the call is prepared and understands how things work. And don’t forget to record everything—after all, those memories will last longer than any virtual meeting!