Video Conferencing for Virtual Webinars and Meetings Made Easy

Virtual webinars and meetings aren’t going anywhere anytime soon. And while getting a laugh out of co-workers with your jail cell background may have taken the edge off that fact at first, the prison of Zoom fatigue is now all too real.

Luckily, working to create a better video conferencing experience for yourself and your employees is an investment that’ll pay for itself (and then some) over time. Here are some considerations for optimizing ongoing virtual webinars, meetings, and every online events in between.

Use the Right Video Conferencing Tools for the Job

Quick transitions to remote work were accompanied by quick decisions around tools to implement for virtual meeting needs. Zoom may have become the standard early on but there are several tools on the market to explore for virtual webinars and meetings.

Hopin, for example, is a great option for everything from conferences and summits, to webinars and networking events. Or maybe you need a simple, affordable tool to make professional live streaming more seamless? Something like StreamYard might offer everything you need to host virtual experiences that shine.

Take some time to debrief on what’s currently working and not working with your video conferencing set-up. Then, shop around and align yourself with tools offering the kind of functionality best suited to your short and long-term needs.

Go in With a Plan

Before going live with any virtual webinar or event you might be hosting, have a plan in place. Do a run through beforehand to address things like Q&A moderation, pace, necessary on-screen visuals, transitions, and more.

It doesn’t hurt to approach any meeting, in fact, in a similar fashion — at least from an agenda standpoint. Make a habit of including details in your calendar notes around what will be discussed so attendees know what to prepare for and expect.

Optimize Your Physical Space for Your Virtual Space

Your physical environment will influence the quality of your video conference. Poor lighting, messy rooms, and noisy backgrounds are worth mitigating, if not avoiding altogether, for the sake of your virtual experience and attendees.

For example, graphic backdrops, while “fun” conversation starters, can also be distracting when overused. More often than not, it’s a good idea to opt for well-lit minimalism.

Additionally, if you’re joining a virtual meeting from a shared space, expect the unexpected. Invest in quality noise canceling headsets or professional microphone to provide the best possible sound for everyone in the “room.”

Don’t Crowd Your Virtual Meetings

You don’t not have to crowd people into a physical room for virtual meetings, but this doesn’t mean they can’t still feel crowded. Throw technical difficulties like screen freezes and audio lags into the mix and they can feel downright unproductive.

The more people you add to a virtual meeting, the more difficult it becomes to foster valuable discussion. So, as you would for meetings at the office, be considerate of who really needs to attend what and when.

Be Mindful of Virtual Meeting Length

When meetings and webinars are held virtually, it’s easy to lose track of time. After all, there are no co-workers waiting to tap on a conference room door and kick you out when they need the space.

Be considerate of attendee calendars and realistic about the length needed based on meeting goals. With an agenda as your guide, factor in how you’ll be using the minutes allotted to knock out each line item, as opposed to blindly blocking off an hour for “open discussion”.

By Staples Canada

January 08, 2021

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