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How To Make a VideoConference Go Smoothly

A videoconference is a modern solution to the need for business meetings. Videoconferencing saves a lot of time and expenses and in these days of higher fuel costs--which certainly don't seem as if they will end anytime soon, if they ever even do--that adds up to huge savings very quickly, even after your outlay for the conferencing software. With Internet videoconferencing, you link together a number of computers, sometimes just two and sometimes 30 or so, to each other. You can write things, draw things, and look at files together in cyberspace--no need for e-mails or attachments. No need for waiting. Reception and response are instantaneous, just as if you were all sitting together in the same place physically, looking at things together on a physical table.

So, it is important to know how to make a videoconference go smoothly and be a success.

*Mind the little things, know exactly what you are doing with the software. Know how to operate the volume, grab things on someone else's desktop, make sure things can be seen by all or just by selected individuals, and the like. If you stumble around with the little things you'll create a big screw-up of a meeting.

*Do not try to use Internet videoconferencing until you are completely comfortable with the technology. This means that you might have to settle for the traditional conference call or use instant messengers andwebcams for the time being until you've practiced it enough.

*Your service will come with tech support. Make friends with those guys. Have a very good relationship with them like you would want to cultivate with a client or supplier. Never neglect this relationship, because if something goes wrong you'll want them to be there for you right away. And they will be--if they like you.

*If you have a guest presenter or speaker, you need to include them in the meeting. Don't just have them passively sitting by with you while they go unheard and unseen. This might mean that they do have to be physically present in the room with you (assuming that you are chairing the meeting).

*Move the meeting along carefully and be conscious of trying to keep things going a little bit more slowly than you might have them go in a "real world" meeting. If you are a type-A personality you may want to consider having someone else who isn't that way run the meeting.

*Do like actors do and look at the camera when you are talking. Remember that when you are looking into the camera, you are looking the participants in the eye from their perspective. This can be hard for some people to get used to doing, so practice first with small in-office meetings.

*Run the virtual meeting like you would a real-world meeting. That is, be courteous, use clear clean language, and be confident in your knowledge. Forget about the fact that this is a dazzling piece of technology that you are using.

These steps will help you have successful videoconferencing meetings, which will help your business tremendously.

If you need a reliable videoconferencing provider, we highly recommend GoToMeeting.

 

 

 

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