How to conduct a successful video conference
One of the outcomes of the events of September 11, 2001, has been increased attention on video conferencing as a means of eliminating or reducing the need to travel. The issue of safety has been added to the previous cost-benefits of reduced travelling time and costs; time can be spent more productively. Increasingly, these benefits have made video conferencing more popular as a means of bringing people together - across the country and around the world. Here’s how to make sure you derive maximum value from your next video conference...
1. Arrange service provision.
Video conferencing is a flexible medium facilitated by satellite, broadcast, or cable signals. In addition, web conferencing can be adapted to mini-conferencing by incorporating digital cameras. To choose the best option, obtain expert advice. Some larger organisations have in-house facilities and expertise, but you might need an external service provider. Contact the provider as soon as possible; discuss details, even asking for a copy of the video conference if necessary.
2. Allocate responsibilities to the facilitators.
A successful event needs a video conference manager, who will:
- appoint and communicate with facilitators at any other centres involved
- invite participants
- distribute an agenda
- communicate with the service provider
- obtain a list of the voice telephone numbers for each location.
During the conference, the manager’s responsibilities will include:
- starting and finishing on time
- introducing all participants
- encouraging participants to direct questions appropriately
- adjusting the camera during the conference using zoom and pan to keep things interesting
- calling a break if necessary.
After the conference, the manager will coordinate any activities resulting from feedback and might also schedule the next conference.
Site facilitators will need to:
- work with the manager to coordinate service provision, facilities, and any site registration
- assemble equipment and make it work
- prepare materials for participants
- contact participants and keep them informed before the event
- coordinate interactive segments
- follow up if required.
3. Invite participants and provide a preliminary briefing.
Accompanying your RSVP invitation to participants should be a check list including some, or all, of the following:
- Essential details - venue, telephone number, time, goals, agenda, and their facilitator’s details.
- Dress - blues or pastels, no busy patterns, minimal ‘flashy’ jewellery.
- Speech - clear, slow, natural.
- Visual cues - bold typeface (14+), landscape, and margin.
- Avoid - asides (use a mute button if you must chat off-camera), shuffling papers, tapping objects near the microphone, fidgeting, body movements that are too fast or lack expressiveness.
- Camera - remain focused on the camera; treat it as if it were another person, and be aware of transmission delays such as time lags.
- Conference etiquette - first identify yourself (give your name and location). Always address people by name and site. Humour can add sparkle.
- Arrival - 15 minutes before the conference starts.
