Communication Considerations for Video Conferencing Remotely

Video conferencing has opened up a world of possibilities for people working together across different time zones and geographic locations. Holding video conferences reduces the need for expensive business travel, which alone can justify the investment with setting up dedicated telepresence rooms at branch offices.  The technology of video conferencing is more user-friendly than ever before, allowing participants to connect from their desktop or mobile device. 

User adoption should be one of the key strategies when deploying video conferencing as a tool

Ok so the technology makes sense, however, it's another story successfully deploying this tool to a workforce.  Many participants report uncertainty in terms of the communication protocol.  Amazingly enough, some users have never used video conferencing to-date, so there is a level of comfort required before they fully embrace this new technology.

Having an effective, productive video conference involves several factors such as cultural differences, time zone considerations and the use of point-to-point versus multipoint conferencing. People from different countries and regions have varying verbal communication styles even when all are speaking the same language. Some may consider interrupting acceptable because it indicates involvement and enthusiasm. Others may find it noticeably rude. Although video conferencing is an excellent option when face-to-face meetings are not possible, these communication style differences still do not go away.

Tip: act the same way you would during a face-to-face meeting while participating in a video conference

Probably best not to try this.

From the clothes you wear, being attentive to participants, and normal pleasantries conveyed in a meeting are also considerations for meeting online during a video conference. 

 

 

Invest in your peripheral equipment for a better experience

Equipment is another factor to consider when setting up video conferencing sessions. Participants in different geographic locations may have different operating systems and installed software that affects the sound and images of a video conference. A manager organizing such a conference can work with these issues ahead of time by issuing an emailed memo to all participants detailing which hardware or software they will need.

Projecting clear audio is paramount for a successful video conference.  Participants can be connected from home offices, cafes, or from their office workstation in an open work area.  In these scenarios, back ground noise may be a distraction to your meeting.  Using a USB headset can eliminate these distractions, plus it keeps your attention focused on the meeting.  Other options such as, echo-cancelling desktop microphones work extremely well, without having to wear a headset and looking like the pilot in your meeting.

Tip: use the active speaker layout

Active speaker layout presents the person speaking in the larger center window frame

Voice activated display is a feature that can be used throughout a group meeting.  This layout option will display the active speaker in a larger center window frame.  Again, it will help to keep the attention on the speaker at hand.   

 

 

Most importantly, include all staff in the primary reasons to implement video conferencing as a tool in your company.  If the technology will be saving your business x amount of dollars, be sure to let them know this and keep them updated as more efficiencies are discovered.  Keeping all engaged will help encourage more usage, which means less travel expenditures, and less time typing emails!


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