Are you spending too much time and money on traveling to client sites for meetings? Would you like to meet your clients and employees face to face without moving out of your office? Are there times when you want to call an emergency meeting with staff based in different offices?
Video conferencing is the solution to your problems.
Video conferencing is a technological innovation whereby you can meet and discuss issues with any number of people from any part of the world, virtually. You don’t need to be physically present at a designated venue to participate in a meeting or discussion forum.
Now, let’s take a look at the places where you can use this technology and the advantages of using it.
Video conferencing is playing an essential role in today’s business world. It is used to conduct business meetings, offer training programs and even carry out medical operations. The obvious advantage is that it eliminates travel and other associated expenses, and saves time, big time! As companies are realizing the benefit of this technology, up to 70% of travel is being substituted in some cases! And another benefit – dissemination of information and knowledge occurs at a faster pace.
Consider the following steps that will help you communicate better while video conferencing:
It’s always better to prepare yourself, as it helps you overcome any unanticipated hurdles. Make sure you go through the presentation beforehand and remember all the important points that you need to make. If you are planning to share files or show other documents during the meeting, make sure you know which buttons to press.
Wait, watch, talk: You will face the occasional operational glitch with new technology, and video conferencing is no exception. For example, video signals might be weak at times; as a result, message transmission is delayed. Hence, allow your message to reach the other side and wait for a response before you continue with the conversation.
Use simple gestures: Video conferencing amplifies actions since the camera is so focused on the speaker. Therefore, be extra cautious with facial expressions and gestures. Remember, any difference in your expressions can create a bad image of you as well as your company.
Include a moderator: Although not mandatory, doing so will make your job easier as he or she will help you conduct meetings, introduce guests and keep the presentation moving. The moderator also makes sure that the technology is used correctly.
Avoid flashy attire or distracting jewelry – these things look worse on camera! Also, make sure you are neatly and professionally dressed. Even if your presentation starts at the end of the day, don’t look worn out.
Prohibit interruption: Do not let others walk in and out of your conference room. Also, remember to turn off cell phones and other voice-based devices before you start the conversation. A video conference is as important as a “physical” one, don’t lower the standards.
Since video conferencing equipment is expensive, you can hire it if you need it only once in a while. Although it cannot replace the personal touch in one on one communication, video conferencing should be an important part of your business activities.