Businesses big and small are learning the value of utilizing video conference call technology. In today’s digital era being prepared to reach a global audience is important. Connecting with anyone, anywhere will add value to your business and brand.
Not only does it allow your business to grow globally, but it can bring key players to the table. It doesn’t matter where they are at any given moment.
Video conference calls are also beneficial when a business has employees working remotely. Now they don’t have to come to the office for important meetings. It also saves time and resources by not having to book a large conference room for everyone to assemble.
For companies with multiple locations, employees can hear the same message simultaneously. It’s a valuable tool when the CEO needs to deliver important news to the entire company.
Keep reading for tips on how to have a successful video conference call.
What is a Video Conference Call?
A video conference call is a form of technology that allows users to have an online meeting. The types of services available vary. In today’s market, there are features available to fit every need and budget.
Businesses can use the feature to conduct meetings, interviews, and to transmit speakers at conferences.
There are features that allow call participants to live chat and call-in. The organizer of the call can also control who can speak on the call.
Choose the Right Program
Video conferencing comes in various forms. With the growth in popularity, companies continue to expand features. Important features businesses are looking for including:
- Cloud Storage
- Social Media Integration
- Whiteboard Tools
- Private Chat
- Toll-free Call-in Numbers
- International Numbers
Not every business will need every feature. Look for apps that offer what you need. Research programs that will allow you to create a package that works best for you.
Buy the Right Equipment
Conducting a video conference call can be as simple as sitting in front of a computer or phone camera and talking to whoever calls in. Or it can be as elaborate as having a professional set.
Whichever route you go equipment is important. You want to know how to make a video call look professional and engaging. This will mean having quality lighting and recording equipment.
If using a smartphone, make sure you have one with a good camera, microphone, and battery life. For a more in-depth presentation, you will want to invest in good video recording equipment, lighting, and mic. In addition, having a nice backdrop is an added touch.
Some businesses have a marketing and communications team dedicated to video conference call presentations.
Have a Planned Agenda
Scheduling an impromptu video conference call to make a big announcement can be done spur of the moment. In business, if you are doing a training or business presentation, you’ll want to have a preplanned agenda.
A video conference call agenda will look like any meeting agenda you would use for business. You’ll have an opening, touch on key items, and finish with a strong closing. If others will speak, ensure they know when to come into the call.
For meetings that will allow participants to call in it is a good idea to have callers submit questions and the number they are calling from. Have a set number of calls you will allow.
Incorporate Visual Effects
With today’s technology, video conference calls can now utilize on-screen videos, graphics, and whiteboards. For a polished presentation make sure you are proficient in the use of these add-ons.
Don’t overdo it with visual effects. You do not want your presentation to appear gimmicky and lacking quality information.
Having an assistant by your side is a good idea to help things run smoothly. If you experience a glitch, the assistant can handle the issue while you continue on with the presentation.
Be Mindful of Participants Time
Remember conference call etiquette when conducting a video conference call. Whether you are hosting a call for employees, business associates, or potential clients it is important to respect their time.
When employees are mandated to tune into a live call, remember they are still on the clock. Production is interrupted so you want to provide clear and concise information so they can get back to doing their jobs.
It is equally important to respect the time of business associates. Start the call on time and stick to the timeline set forth in the invitation.
Manage Online Speakers
For video conference calls that will have multiple speakers, set a schedule. Include information on conference call etiquette. Send a message to each speaker five minutes prior to their scheduled presentation. When someone is not ready, move to the next speaker.
If you are allowing participants to call-in, set-up a protocol where callers submit their questions in advance. Have them provide the number they are calling from and set a time limit.
Do not allow callers to linger on the line or engage in dialog that will extend the call.
With video conferencing, you have the option to add the speaker or caller into the visual. Make sure people understand they must be presentable and in a professional setting.
Record the Conference for Playback
The best feature of video conference calls is the ability to record the call for playback at a later time. This is a useful tool when every employee can’t be on the call at once. It also allows you to preserve the call for legal reasons.
Depending on the nature of your business, you can use video conference call footage as a marketing tool. Include it in marketing emails or post it to your business website portals for employees or business associates.
Let’s Make the Call!
A video conference call can be planned or impromptu. Regardless of the purpose of the calls, have a reliable set-up. Employees and professional partners in your business deserve the highest-quality video call.
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