How to Prepare Yourself for a VideoconferenceAs technology becomes more affordable and reliable, many people are using remote video collaboration in business. Cloud-based videoconferencing allows corporations to reap the benefits of flexible remote collaboration and mobility without making huge investments in hardware or infrastructure.

That said, doing a remote presentation comes with its own set of complexities. To make sure your video meetings are the best possible, you need to consider certain factors.

Preparing for Remote Technology

There are a few technical complexities involved with remote video presentations. To ensure there are no glitches, be sure to take the following three steps:

  • Assign someone to watch the software during the presentation. This person must be familiar with troubleshooting and have a thorough understanding of how the software you are using works.
  • Have at least two run-throughs before the actual videoconference to check your technology, such as bandwidth, audio and video quality, and lighting.
  • Get feedback from someone on your team about your tone, pace and your visuals, and make the necessary adjustments. Remember, you need to have enough time prior to your meeting in order to make these changes, so make every effort to schedule your run-through the day before, where possible.

Focus on Good Presentation

While preparing for the technical part of your videoconference is important, that’s not all you need to focus on. You also have to prepare for your presentation to make it effective. Here are some tips to keep in mind.

  • Keep your audiences in mind while creating the content. Make sure it’s stimulating enough to catch their attention, and filled with interesting, thought-provoking facts. Explain the problem or issue for which the conference has been arranged, followed by a solution and action steps to be taken in the coming days.
  • Prepare script and visuals related to the topic and issue you are speaking about. Get to the point immediately without wasting time. Also, people tend to remember visuals better, so use them throughout your presentation to make a point.
  • Maintain your pace, tone, and body language throughout the videoconference. Be aware of your posture and don’t forget to smile. You can use your hands when speaking, but don’t move them too much or they will be a distraction. And remember not to step out of the camera frame.
  • Your voice needs to have the right pace and volume. Speak clearly and loud enough for people to hear you, and try not to talk too quickly. Your audience needs to understand everything you say.
  • Finish early. We have short attention spans, so stick to the facts so you can allow for Q&A and discussion at the end. Finishing early will also help you stay focused. The best practice is to have predefined time and schedule set for your videoconference. For example, 30 minutes for the presentation and 15-20 minutes for the discussion and question and answer session.

Relax and accept the fact that things may go wrong; you may experience technical problems or unexpected external noise affecting the conference. The good thing is, as videoconferencing becomes more mainstream, most people are very accepting of such issues should they arise. Your audience will empathize with you. It’s also a good idea to provide a print-out of your presentation or email the presentation to participants after the videoconference to make sure they don’t miss out anything.

With the popularity of videoconferencing on the rise, it’s important to establish best practices for using the technology. A video presentation is only as interesting as you make it. You want to be engaging and have the content be visually interesting and relevant. If you are excited about the material, that enthusiasm will carry over to your audience.

At Advanced AV we empower live meetings and remote collaboration by deploying the technology that helps your organization connect, communicate and engage with its customers, employees and stakeholders. Connect with us to find out more about how Advanced AV can help you achieve your business and technology goals.

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