How to make a video conference? A handful of useful tips

Organising a video conference seems like child's play. To hold a good virtual meeting, it seems that all you have to do is click a button and everything takes place automatically accordingly. In truth, things are different: organising video conferences without running into mistakes or problems is not so simple.

In this article, we look at how to hold a video conference: we set out best practices on the basis of which a good online meeting can be planned and conducted.

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What is a videoconference?

Videoconferencing is, as can be guessed from the name itself, a conference realised through the virtual presence of the participants. This means that they are not physically close, but follow the meeting telematically, i.e. behind a screen.

In fact, videoconferencing corresponds to a meeting between, generally, several people mediated by technological supports, i.e. through the presence of special technologies that enable telecommunication.

Videoconferencing in the workplace

Videoconferencing has become a very popular tool with the spread of Smart Working in the workplace. In fact, the technological revolution in companies has led to a shift towards digital even with regard to practices that were thought to be necessarily carried out face-to-face.

Today, video conferencing has become normal practice in the work environment and is considered part of the company routine. Very often, in fact, meetings are now held online.

Through modern technological means, it can be ensured that all workers can participate in the videoconference even if they are not physically present at the company premises. In fact, thanks to videoconferencing, physical distances between participants are cancelled, who can be actively involved, in this way, in company life, regardless of where they are.

How to make a video conference?

Little tricks before you go

A videoconference can be realised relatively easily, although care must be taken to respect some basic criteria in order for it to run smoothly.

First of all, a videoconference must be:

• Comfortable, i.e. it must be easily accessible for all participants;
• Pleasant, i.e. it must not give rise to feelings of confusion. This means, that the interface of the medium chosen for the video conference must be pleasant and must have immediate functionalities, which can facilitate both the work of the administrator and any interventions by collaborators.

→ What are the objectives to keep in mind?

The objectives to bear in mind when organising a good videoconference are not very different from those to be considered when organising a good face-to-face meeting.

The speech organised by videoconference must, in fact, be:

• Clear: what is said must be easily understood and the image of the person speaking must be conveyed as distinctly as possible;
• Engaging: what is said must be able to arouse the listeners' interest and keep their attention if possible throughout the meeting;
• Concise: it is advisable to keep video conference meetings to a maximum of 40 minutes. Indeed, participants in online meetings are more prone to become distracted or fall prey to boredom.

The above-mentioned aspects, in the case of videoconferencing, are strictly dependent on the supporting technologies used to realise the online meeting. Therefore, it is crucial to make sure, first of all, that one has mastered the use of the technological means one uses to implement the meeting.

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What questions should be asked before organising a videoconference?

Before holding a video conference, questions must be asked about its planning, so that a proper online meeting can be organised.

The questions to ask yourself are:

• Do I have the appropriate technological tools to implement a good videoconference?
• Am I able to use the supporting technology to implement the videoconference?
• Have I tested the functionality of the technologies used?
• Have I warned all collaborators who are to be present? Have I received confirmation of consent to participate and ensured that they do not forget about the event (reminder in diary, sent meeting link, etc.)?
• Have I planned a speech that is relevant in terms of content and form? That is, is my speech functional to be displayed via videoconference?

→ Equip yourself with the right equipment

As we have seen, video conferences are developed on the basis of certain technologies. Without these supports, it is not possible to realise and conduct online meetings.

But what exactly is the right equipment to use?

To organise a videoconference, you need:

• A computer or tablet.

In principle, any device you own (even a smartphone) is fine, as long as it has a video camera, a sufficiently large screen and the ability to support the applications through which the video call is to be conducted.

• A good Internet connection.

Although not all videoconferencing support solutions require very high speeds to enable a good videoconference to take place, one must always ensure that the connection is fast enough for the software or application one has chosen to use for one's online meeting.

• Good videoconferencing software.

There are many types on the market, both free and paid for. This means that you can choose the software solution or web app that best suits your needs and inclinations.

Examples of useful platforms for videoconferencing are Google Meet, Skype, Zoom, Microsoft Teams, Pexip, etc. These are all available in a free version and all offer a free service. They are therefore particularly attractive to all kinds of users.

👉 Should one choose to use one of these platforms, it is advisable to check their functionality in the browser of choice. Therefore, open the relevant site, check the accessibility of the platform and, if necessary, change the browser used.

However, always bear in mind that the more professional the software is, the more it will be able to guarantee a high degree of quality and system security.

☝ Equipping yourself with the right software solution to realise a video conference is of central importance to the success of your meeting.

In fact, non-functional solutions can lead to serious problems, such as:

• Loss of corporate credibility in the eyes of employees or customers;
• The loss of time and dispersed meetings, which prevent you from achieving your operational objectives.

→ Initial check-up

Before starting a video conference, it is necessary to carry out a prior check-up of the sound and video quality, as well as the functionality of the software settings used.

To enable optimal audio reception, it is a good idea to equip oneself with earphones, as the computer's own microphone is often poor. In addition, the camera's framing should be checked and adjusted so that the other party can see you optimally.

The lighting must also be adjusted to allow for the best visibility. You should also check that there are no unwanted elements in the background: these will appear in the video during the meeting and can be seen by all participants.

→ Planning the videoconference

Like any meeting, the video conference must be planned. It is not only a matter of planning your speech, i.e. what you want to say, but you need to create an event to be marked in the agenda of all participants.

In some online platforms, participants can already be added in advance. Other software, on the other hand, allows this to be done when the videoconference starts.

In both cases, the procedure is simple: just select the add contact item and invite all participants to the event in this way.

Normally, the maximum number is 100 participants, but the limit varies from software to software. Of course, in the event that the maximum threshold is not reached, it is always possible to increase the number of videoconference visitors even after the event has been created. In fact, the Add Others item can always be used, even during the meeting itself.

→ Starting the video conference

Especially if you are new to the use of videoconferencing software, it is worth preparing to start the videoconference well in advance of the scheduled time. This will give you more time to remedy the problem that has arisen in the event of unforeseen problems in the operation of the software or inadequate use.

→ How to manage and control the videoconference in progress

During the videoconference it is necessary to constantly monitor both the proper functioning of the technological solution, in relation to the quality of the audio and video, both for oneself and for the participants.

The video conference must be satisfactory for both the administrator and the user in the audience.

Good practices during a videoconference

In order to be able to manage and realise an adequate videoconference, it is advisable to implement certain good practices. These include the following:

• Turn off your microphone in group meetings at times when you are not making a speech. In fact, turning off the sound for your own computer can promote better overall sound quality and avoid noise pollution of various kinds.
• If it is up to you to plan meetings, it is a good idea to plan a precise agenda with reminders that can remind employees of what to do. Indeed, especially if employees are active in smart mode, it can happen more easily that a meeting, especially if it is not scheduled on a regular basis, is forgotten.
• If content is to be presented, it is a good idea to familiarise oneself in advance with the apps or software chosen for video conferencing.

☝ The functionalities are different depending on the platform used for videoconferencing.

Are you satisfied with the information provided in this article or do you have any doubts or uncertainties? If so, leave a comment in the appropriate section, we will be happy to answer you as soon as possible!