Eight Steps To Guarantee A Successful Video Or Web Conference

Eight Steps To Guarantee A Successful Video Or Web Conference

A successful video or​ web conference can really give a​ boost to​ your organization. Online conferencing is​ now connecting people in​ a​ way that was not possible in​ the​ pre-Internet era. However, as​ powerful a​ tool as​ online conferencing is, it​ works best when you prepare your conferences properly. Here are some steps that you can take to​ help guarantee that your next video or​ web conference is​ a​ great success.

1. Make sure each of​ your attendees has enough bandwidth at​ his or​ her location.

There is​ nothing more frustrating than trying to​ watch a​ video online when you just don’t have enough bandwidth to​ get it​ all. if​ your participant doesn’t have enough bandwidth there will be latency delays and​ he or​ she will not be able to​ enjoy the​ experience or​ participate properly. the​ amount of​ bandwidth that is​ required varies from system to​ system and​ also according to​ what features you will be using during the​ conference. Features such as​ video, audio, screen and​ application sharing have different requirements. Check with your vendor or​ provider to​ find out what the​ minimum bandwidth requirements are, and​ then make sure each of​ your locations does indeed have enough bandwidth.

2. Test your web cameras to​ see that they are working properly.

If video will be involved at​ any of​ the​ locations, make sure that the​ location has tested their camera to​ ensure that everything is​ working satisfactorily. Ideally, all cameras should be tested from within the​ video or​ web conferencing system that you will be using. a​ camera that is​ working fine in​ one application may work differently within another system. Check it​ in​ advance so that you will not have any surprises on the​ day of​ your conference.

3. Check your sound equipment in​ advance.

If VoIP (audio) is​ going to​ be used from within the​ meeting itself, make sure that all attendees have the​ right tools needed, whether these tools are microphones, headsets and​ speakers.

4. Supply your participants with proper access information in​ advance of​ the​ conference.

If audio will be conducted via an​ audio conference call, make sure all attendees have the​ access number to​ dial into and​ the​ PIN (Personal Identification Number) they will need to​ access the​ call.

5. Conduct a​ “trial-run” of​ your presentation prior to​ the​ conference date.

The presenters or​ leaders of​ the​ conference should practice in​ advance. if​ a​ presentation will be involved, make sure that whoever will be presenting any material has tested this part of​ the​ video or​ web conferencing system. the​ presentation that is​ to​ be used should be demonstrated to​ another party BEFORE the​ date of​ the​ actual meeting.

6. Supply web access information to​ your participants well in​ advance of​ the​ meeting.

Make sure that all of​ your participants know how to​ access the​ video and​ web “conference room”. Send an​ e-mail "link" to​ each participant well in​ advance of​ the​ meeting so that they will be able to​ easily access the​ meeting when the​ appropriate day and​ time has arrived.

7. Get as​ much training as​ you can in​ the​ video or​ web conference system that you will be using.

The host should be very familiar and​ comfortable with the​ video or​ web conferencing system they are going to​ use. if​ training is​ offered by your vendor or​ provider, then take advantage of​ this in​ order to​ become more familiar with the​ system. Familiarity with the​ system will help you to​ host a​ flawless meeting or​ conference.

8. Conduct a​ test meeting prior to​ the​ big event.

Most importantly! Conduct a​ test meeting or​ two before the​ day of​ the​ "big" meeting. Tests will help you eliminate as​ many surprises as​ possible before you gather all of​ your attendees. a​ meeting free of​ technical glitches will go far to​ help you achieve the​ goals of​ your conference.

The key to​ a​ successful online conference, whether it​ be a​ web conference, a​ video conference or​ a​ combination of​ the​ two, is​ preparation, preparation and​ preparation. the​ more you prepare and​ the​ more you practice, the​ better your online meetings will be.

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