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Preparing for a Video Conference

Now that you have your video conferencing applications all set up for your staff to you, it is a good idea to adopt some etiquette guidelines. Preparing to use video conferencing is as important as the meeting itself. If you do not have a plan nor proper preparation for how video conferencing is to be used by your organization, you will quickly run into distractions and lost time. Sound Telecom developed such a planning strategy prior to launching video conferencing internally. Here are some things that we learned to help you lay the ground rules for your organization:

  • Prepare in advance: Have some practice video conference sessions before you start to use this technology in your organization. This will help you identify initial problems and shortcomings that the process has.
  • Appearance is important: This is obvious. Don’t wear your sweats to the video meeting!
  • Prepare an agenda: Keep your group on track with an agenda so that you can quickly move through your video conference program.
  • Reduce outside distractions: Keep your video conference background relatively simple. Avoid having lots of activity or open windows behind you.
  • Adjust your settings: Make sure that the cameras are pointed properly capturing the best viewing angles. Check microphones for sound.
  • Start early: Have your team in the room 10 minutes before the video program. Make sure everything is WORKING.

Consider this a planning strategy. Do several trial runs and get the feeling for how everyone responds and works together as a team. Then, start using video conferencing in your organization.



This entry was posted in Business, Call Center News, Sales and Marketing, Technology by Brian Gabriel. Bookmark the permalink.

About Brian Gabriel

As the Call Center Manager for Sound Telecom, Brian is responsible for overseeing the daily operations and long term success of the company while managing a variety of inbound customer support programs. He also has a hand in taking care of the Solaxis services division. Prior to joining Sound Telecom, Mr. Gabriel held management positions with several prominent Internet Services companies including and Brian started his career in advertising and sales before moving to Washington State. He joined AEI Music in 1995 and supervised their international customer service department and technical support call centers. Brian received a Bachelor of Arts degree in Journalism with a minor in Spanish languages from San Diego State University. Brian teaches adult education at his church and actively supports Christian ministries.