The era of the telepresence meetings has become better than ever now, and we here at Batipi feel our Vidyo service has progressed that even further. Using state-of-the-art technology, we let you do telepresence meetings in amazing clarity to a point where it feels like everyone is in the room together. And while there may be a new protocol developing in what you wear and how you present yourself, how do you basically set up a room so it's presentable during a video conference meeting?
If it's an important business meeting, you may have to set up your room as meticulously as a director would framing a shot for a movie.
When you're about to have a group video conference, how the room looks will make a huge impression on those viewing you. Private point-to-point video conferencing can sometimes be more casual if you know the other business associate well. But a group video conference for an important business deal has to show an impressive setting. That means gearing up the room with the best possible lighting.
While natural lighting might work in some cases, it's best to close all shades on surrounding windows. This prevents the sun from shining in unexpectedly and overpowering the lighting for the camera. Normal office lighting will keep your lighting consistent so those viewing can see you and your employees clearly at all times.
Consideration of Color on Clothing
With the acceptability of more casual clothing in some video conferences, it's still worth going with business casual to be safe. However, as part of the room setup, you have to pay more attention to the color of your clothes. Overly bright colors might not translate well on the camera. The same goes with camera contrast on deep black and white colors.
It's best to go with colors that are more neutral so they don't look distracting to those viewing you on a monitor.
Dealing with Sounds
Nothing is more annoying during a video conference than a sound in the background that distracts from hearing everyone properly. Make sure there isn't any construction sounds or music playing during your important video conference. Also, ask your employees not to tap their fingers or shuffle papers during the conference that the microphone might pick up.
During a video conference, you'll likely be presenting materials that show information your business associates want to know. We recommend to use a built-in feature that will share your screen with remote participants, as it is too difficult for remote viewers to see your "in-room" presentation materials. As well, have all the materials ready to present during the meeting so there won't be wasted time finding what you need.
A final part of your setup should involve a plan to move the camera around the room during the meeting to provide variety. Just like in a movie, a video conference can look overly static with the camera staying in one place the entire time.