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Tips for a well organized Video Conference

By: Sarah Brown

A successful video conference depends on many things such as technical as well as the awareness of participants on how to handle effectively. If the participants are based in the different parts of world then they must be aware of the timings and informed, as it is very important in the organizing the conference. Again if they belong to different time zones the time according to their time zone must be conveyed to them. The participants however must be told in advance by the organizer about the toll-free numbers they will be calling and the code to enter the conference. The agenda of the meeting must be cleared before its beginning to get on track as soon as it started. All the participants are provided with different code numbers. Participants must use mute buttons whenever they are not talking as it will eliminate the background noise which causes distraction among others. Before commencing you should check all the equipments about their usability and there must be people to correct faults if appear during conference. An unwanted break in the midst of conference is always avoidable. Participants are required much time before to prepare for the conference and hence must inform well before it actually happen. If you are new to presentation someone must be with you to help know the technology. The agenda for the conference and its solution might be prepared before so that in the mean time you would not have to handle difficulties. The sequence for the conference must be like plan, inform, evaluate and plan again. You should set up parameters and constraints for the meeting and have the knowledge about the outcomes. Stick to your plan during the conference and always have records about the planning. The communication between the administrator and the participants must be transparent and they should know what you want from them in clear language. Listening is most important during the conference and should be done carefully by all the participants. Checking of instruments used, before the starting the conference for faulty behavior would be a better option. Echo transferring during the conference creates awkward situation where participants own voice comes back. Eye contact plays a large role in group meetings and the presenter must be sure to make eye contact with the participants during the conference. Like eye-contact the screen presence of the presenter should be good though this can be solved with advanced technology.

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