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Tips for Using a Video Phone for Video Conferencing

Posted on 01. Feb, 2010 by Sonya in Video Phone Information, Video Phone Technology

Using video phones to hold a video conference is a great way to connect all the employees that you have, or to hold a sales pitch for multiple clients, or even to talk to all of your family at once.  Video conferencing, when done well, can be a seamless way to talk to people around the country or even around the world. But when video conferences go wrong they can irritate friends and family, annoy clients, or cause problems for your employees.  Here are a few tips that you can use to make sure that the next video conference that you hold is a successful one:

Reset the Internet connection before you start – Even the best Internet service can have outages or can have service interruptions, especially if you have several people in one office using video phones to log into a video conference at once.  In order to minimize the possibility that an Internet service fluctuation will holdup the video conference take a few minutes to reset your Internet connection before you get started.

Send out a last email reminder email- Make sure that everyone knows what time the conference starts and what, if any, special access codes or information they will need to get into the video conference.  It’s usually best to send this email reminder out a couple of hours before the event. If you send it too far in advance it will get deleted or buried in their email inboxes. If you send it too close to the event they might not get it.

Take control of the video conference – Even if you’re using a video phone to hold a family video conference someone has to be in charge. By making yourself the designated leader it’s up to you to keep everyone on track. If the conference is a video conference it’s your responsibility to make sure everything on the agenda gets discussed. A good way to take control without stepping on anyone’s toes is to call the meeting to order once everyone is on the call and direct the course of the meeting from there.

Take notes- It doesn’t matter if you’re having a family video conference trying to plan an anniversary party or a business meeting it will be important to have notes to refer to later on.  Since it’s probably not going to be possible for you to be scribbling notes on camera while the meeting is going on you can set up a mini recorder near the phone to record the call. That way you can go back and create notes later.

Tags: Video Conferencing, Video Phone Conferencing