Business Travel: Video Conferencing on the Move!

by Michael on July 15, 2013 · 0 comments

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Meetings are often the source of many office jokes. The reason: many meetings are inefficiently led. The same applies to video conferencing. Should you therefore refrain from using video conferencing? No! When on business travels, video conferencing is one of the best opportunities to stay in contact with colleagues at home.

Above all, when it becomes necessary to coordinate complex projects; e-mails and telephone calls do not suffice for task allocation. In order for your video conference to be a success when travelling, we’ve put together a few tips for you.

Tips for Perfect Video Conferencing on Business Travels

  • The early bird catches the worm: Log in 15 minutes before the conference. This will give you enough time to solve any technical problems. Use this opportunity to test the image quality of your webcam: is the light quality sufficient for video conferencing?
  • A good start is half the battle: allow yourself enough time for a friendly greeting and for roll clarification. Who is taking the minutes? Who is monitoring the timing of the meeting? All participants should be sent an agenda at the start of the meeting. In ideal circumstances, share the agenda and other important documents with all participants via a cloud based file sharing service.
  • Stay on the ball: during long pauses and silences in meetings, most people will become suspicious that you are uncomfortable with video conferencing. If the discussion is falling asleep, as well as its participants, bring the conversation sharply back to the point to wake everybody up.
  • Keep the noise low: pay attention to the quiet environment. Mute your microphone during periods when you don’t need to speak and you won’t disturb other participants by hammering on your keyboard or clearing your throat. Make sure that participants stay on topic.
  • Lay the Rules on the Table: in comparison with face-to-face conversation, it is difficult to control how people can interject in a video conference. Try to set clear guidelines at the start: is it acceptable to interrupt others, encouraging people to express their ideas freely? Or should users message a moderator when they wish to say something? As it is not always clear who is being spoken to during a video conference, should every question or answer be directed at an individual before beginning?
  • Look into my Eyes: turn off the picture-in-picture mode! The little video of ourselves just leads us to monitor how we look to the other person. Frequently look directly into the camera to simulate eye contact. Aim for the optimal video quality by refraining from hectic movements. A merely average video quality during a conference often leaves a lot to be desired.

More tips for communication on business travel across long distances can be found here:
Time to Chat – Enjoy Successful Meetings Across Different Time Zones
A New Take on Work: Are You Ready for a Virtual Team?

In the next article: the best tools and the coolest technology for productivity on business travels!

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