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Eight Steps To Guarantee A Successful Video Or Web Conference |
by:
Dan Richmond |
A successful video or web conference can really giveboost to your organization. Online conferencing is now connecting people inway that was not possible inpre-Internet era. However, as powerfultool as online conferencing is, it works best when you prepare your conferences properly. Here are some steps that you can take to help guarantee that your next video or web conference isgreat success.
one. Make sure each of your attendees has enough bandwidth at his or her location.
There is nothing more frustrating than trying to watchvideo online when you just don’t have enough bandwidth to get it all. If your participant doesn’t have enough bandwidth there will be latency delays and he or she will not be able to enjoyexperience or participate properly. The amount of bandwidth that is required varies from system to system and also according to what features you will be using duringconference. Features such as video, audio, screen and application sharing have different requirements. Check with your vendor or provider to find out whatminimum bandwidth requirements are, and then make sure each of your locations does indeed have enough bandwidth.
two. Test your web cameras to see that they are working properly.
If video will be involved at any oflocations, make sure thatlocation has tested their camera to ensure that everything is working satisfactorily. Ideally, all cameras should be tested from withinvideo or web conferencing system that you will be using. A camera that is working fine in one application may work differently within another system. Check it in advance so that you will not have any surprises onday of your conference.
three. Check your sound equipment in advance.
If VoIP (audio) is going to be used from withinmeeting itself, make sure that all attendees haveright tools needed, whether these tools are microphones, headsets and speakers.
four. Supply your participants with proper access information in advance ofconference.
If audio will be conducted viaaudio conference call, make sure all attendees haveaccess number to dial into andPIN (Personal Identification Number) they will need to accesscall.
five. Conduct“trial-run” of your presentation prior toconference date.
The presenters or leaders ofconference should practice in advance. Ifpresentation will be involved, make sure that whoever will be presenting any material has tested this part ofvideo or web conferencing system. The presentation that is to be used should be demonstrated to another party BEFOREdate ofactual meeting.
six. Supply web access information to your participants well in advance ofmeeting.
Make sure that all of your participants know how to accessvideo and web “conference room”. Sende-mail "link" to each participant well in advance ofmeeting so that they will be able to easily accessmeeting whenappropriate day and time has arrived.
seven. Get as much training as you can invideo or web conference system that you will be using.
The host should be very familiar and comfortable withvideo or web conferencing system they are going to use. If training is offered by your vendor or provider, then take advantage of this in order to become more familiar withsystem. Familiarity withsystem will help you to hostflawless meeting or conference.
eight. Conducttest meeting prior tobig event.
Most importantly! Conducttest meeting or two beforeday of"big" meeting. Tests will help you eliminate as many surprises as possible before you gather all of your attendees. A meeting free of technical glitches will go far to help you achievegoals of your conference.
The key tosuccessful online conference, whether it beweb conference,video conference orcombination oftwo, is preparation, preparation and preparation. The more you prepare andmore you practice,better your online meetings will be.
Aboutauthor:
Dan Richmond is CEO and Co-founder of MegaMeeting.com MegaMeeting provides web conferencing and video conferencing services for individuals, businesses and educational institutions. For more information, or forfree live demonstration, please visit http://www.MegaMeeting.comor call (eightoneeight) seveneightthree-fourthreeoneone.
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