Cloud video Videoconferencing

How to Plan for a Successful Video Meeting

By Lindsey Baine

Ever joined a video meeting where the other person was talking while muted? Or where the organizer was a few minutes late because of technical difficulty? These annoyances, while seemingly minor in the moment, can quickly grow into frustrations when they become commonplace. And when they take place at an enterprise-wide level, these small issues can quickly add up to lost productivity.

Fortunately, with the right planning, you can stop these issues before they even start. Here are a few questions to ask as you’re preparing for your next video meeting.

#1 - What’s the purpose of my meeting?

Before anything else, determine if video is the best format for your meeting. While in-person chats are always nice, you can’t always get everyone in the same room due to busy schedules and costly travel. Enter video. Virtual meetings help you engage with all participants, no matter where they’re located. You can “read the room,” respond to body language, and build stronger, more personal relationships when you see the person on the other end. Whether you’re hosting an informal team meeting or a making an important pitch, consider how video can enhance your experience.

Read more: Host Face-to-face Meetings From Anywhere in the World

#2 - Who needs to be involved?

Will you be calling your boss for a weekly 1:1 meeting, or hosting a webinar with 100+ attendees? Regardless of the size of your meeting, consider the needs of others on the line and how you can create a seamless experience for them. For instance, be conscious of time limits, who is involved and what role they’ll play, and the meeting’s structure. Come in with a plan, and stick with it.

#3 - Where are participants located, and how will they be joining the meeting?

Will you have participants join from a huddle room armed with the latest-and-greatest AV equipment? Anyone working from home and calling in from their web browser? How about from the road, joining via smartphone? Today’s distributed workforce means that we are more connected than ever and use a variety of devices to communicate. Make sure your videoconferencing solution keeps up with the times. Choose a system that enables users to join from any device and any location, and one that won’t cost you an arm and a leg to do so. From installation to sign in, we’ve made sure the Videxio experience is as slick, simple and intuitive as possible. Once you’re set up, all it takes is a couple of clicks to launch and join a video meeting.

Read more: 5 Ways You Can Save Time And Money With Videxio

#4 - Is my environment video-ready?

When people see you on video, be sure they see YOU. Don’t let a cluttered background distract others and get in the way of what you have to say. Keep it tidy, keep it professional, and keep it simple. Pay attention to your lighting, too, so others can see your smiling face. If the room has a window behind you, you may need to close the blinds to avoid harsh backlighting that transforms you into a dark silhouette.

#5 - Have I tested my video system?

Most importantly, test, test, test! Before joining your video meeting, check the system to be sure the camera is properly set up, the volume is adjusted, the microphone is not muted, that you can share content, and that you can access the participant list. Because there’s nothing worse than flailing about to adjust your settings in the middle of a meeting.

Just like with any meeting, don’t forget basic etiquette like making eye contact, speaking clearly, and engaging with everyone in the room. At the end of the day, you’re building relationships with others, regardless of how you meet. So prepare well not just for the video aspect of the meeting, but for the interactions and purpose of the meeting, as well.

Want to increase productivity and profit through video conferencing? Download our case study.

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by Lindsey Baine

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