As we all know, a video conference allows people at geographically different locations to see and even hear each other at the same time. It allows the communication in terms of audio, video, data etc so simple that people can easily share, retain, record information with their colleagues in different countries. When any strategic decisions and discussions are involved, such video conferencing platforms seem like a blessing. Whatever purpose you need it for: interviews, meetings, discussion groups or teaching, video conferencing equipment and systems can help you achieve it!
We have summarized some easy to follow steps for you that will very well help you in organizing a successful video conference:
STEP 1: First, sit and understand the feasibility of your video conference.
In this step, you need to focus on following important points:
- The purpose of your video conference.
- Different locations where people will participate
- Think on the local time on each location to find the possibility of connecting every peer atthe same
- Try and connect with possible site leaders on each location to check their status.
STEP 2: Look for Conference Room Video Conferencing Equipment at each participating location and see if anything is lacking.
Here, always crosscheck the functioning of each device with every location peer leader so that no last moment hassles are faced. Make sure the conference room is empty on your needed time and location. Even if possible, have a talk with the technical staff at each location and confirm your needs with him.
Make a table of each location, available equipment, status of quality check, contact person, technical staff contact no etc. This way, you would rest assured that things would work out your way on decided time.
STEP 3: Once setup is done, look for who will be the invitees and speakers! They form the actual conference and would decide the flow. This step is crucial and hence needs good planning so that conference can actually result in agood conclusion.
STEP 4: Make a proper agenda of your video conference and if possible, get printouts and share it with all your location sites, so that people can have handouts and feel more participating and focused during avideo conference.
STEP 5: Always have a good interactive session in a conference where people from all locations can participate and clear queries if any at the same time.
STEP 6: In case your conference is having any virtual presentations or so, then you should test it earlier once before final day so that every peer location can see the presentation when required. No format hassles are faced with last moment.
STEP 7: A single moderator on themain site is compulsory when live conferencing is going on so that all locations are managed properly and gets agood view. Now with help of further advanced technology like WebRTC, every person in avideo conference can have apresence on screen due to different sights to cover all people sitting in a particular room.
Above steps cover all the important points needed for a successful video conferencing. A conference well organized not only is beneficial for a company but indirectly helps for the betterment of all people participating in it.