6 tips to make your videoconferencing more efficient

The global pandemic has accelerated the use of virtual meetings. Video conferences simplify teamwork despite the distance.

However, for a videoconference to be successful, you have to choose the right tools and know the tricks to become familiar with these new technologies.

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Here are some tips to make your video conference more efficient:

  1. Choose the right tool
  2. Make sure everything is working and everyone is present
  3. Prepare your meeting
  4. Structure your videoconference
  5. Keep everyone on the same page
  6. Conclude the videoconference

Choose the right tool

To begin with, it is essential to use advanced technology, so as not to suffer from connection problems or faulty installation. There are now many with free plans like: Zoom, Slack or Skype or solutions like Fuze which offers a videoconferencing tool more suited to large companies.

Make sure everything is working and everyone is present

Whether it’s your first connection or the hundredth, make sure your hardware is ready. Make sure the Wi-Fi is on, your camera and mic are working normally before connecting.

Before starting your videoconference, also make sure that everyone is present, this will prevent you from repeating the same thing several times. You can take advantage of this moment to introduce the participants so that your collaborators know to whom it is addressed.

Prepare your meeting

Just because a meeting is held by videoconference does not mean that it should not be prepared. As with a face-to-face meeting, gather the information you need, plan something to take notes (in a corner of your computer or on a notepad) and dress professionally.
Also make sure that you won’t be distracted by what is going on in your home at the time. Put your laptop on silent, get as much as possible in a calm and neutral place. Also, show respect by not speaking with other people who might be in the same room as you during the video conference.

Structure your videoconference

Set an agenda to keep everyone in sync. This will allow you to think ahead about the topic and ask the necessary questions.

In order to avoid moments of hesitation, simultaneous discussions and to deal with the vagaries of the internet connection, it is advantageous to designate in advance a moderator who can effectively animate the meeting by managing the right to speak, or to define an order of passage for those who will need to speak during the meeting.

Keep everyone on the same page

If you have any diagrams, illustrations, or other materials to present, make sure everyone has access to them at the same time. Do a screen share so that everyone can follow the information presented at the same time.
Be careful, remember to close all your other open pages to avoid embarrassing situations.

Favor short meetings

Be efficient. A 15- to 45-minute meeting is more stimulating and allows participants to stay focused. Your time will be optimized and you will not have to repeat what you have already said at the next meeting.

Conclude the videoconference

Remember to set aside the last minutes of the video conference to wrap up the meeting and divide up tasks. Everyone will know what to do and can go their own way.
For more impact, the action plans decided during this meeting can be written down and shared with all participants. This will avoid misunderstandings and ensure that everyone starts out on the same basis.

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