5 Tips for Getting the Most Value Out of Video Conferencing
Remember when video conferencing required expensive hardware that was installed only in the largest conference rooms and boardrooms? Those days are long gone.
Today, cloud-based technologies have made video conferencing so affordable that organizations are implementing it throughout their facilities. Plus, individual employees have easy access to video conferencing on their laptops and mobile devices. Video conferencing has become a ubiquitous part of day-to-day operations in most organizations.
The need has never been greater. More and more employees are working remotely at least part of the time, and they rely on video conferencing to stay productive and engaged. Video conferencing also increases accessibility for employees with disabilities.
Virtual meetings reduce the time and cost associated with travel while providing that all-important visual connection. The latest tools feature meeting transcription services, file- and screen-sharing capabilities, and translation services for meetings with participants who speak different languages.
But just because video conferencing is widely available does not mean that you will necessarily get value from it. Here are five tips for maximizing the benefits of video conferencing.
Take advantage of your organization’s preferred video conferencing tool. Smart organizations have invested in enterprise-class video conferencing tools such as Cisco Webex and Microsoft Teams. In many cases, these tools are tightly integrated with other applications. Using these tools makes video conferencing a seamless part of workflows.
Follow company policies. Many organizations have set policies around the types of information that can be shared in virtual meetings. There may also be rules governing the recording of video conferences. Be sure to follow them, as they are designed to protect sensitive information and ensure compliance with laws and regulations.
Make sure meetings are secure. There have been several highly publicized cases of internet trolls hijacking meetings, and the threat of deepfakes and corporate espionage is on the rise. Use passwords, waiting rooms, and other security features to ensure that only authorized attendees can join meetings.
Optimize your network connection. Most organizations have ample network bandwidth to support video conferencing, but many home users do not. If you are joining a virtual meeting from home, make sure that other users in the household are not streaming video or otherwise using a lot of bandwidth.
Balance spontaneity and structure. Today’s virtual meeting tools make it easy for users to escalate from a voice call to a video conference. However, scheduled meetings involving multiple participants usually benefit from a set agenda. Be flexible in your approach to ensure that meetings are efficient and productive.