How to Make Your Video Conference More Productive
Conference calls have been around the business world for some time and are certainly nothing new. Quality web conferencing, however, has changed the context and purpose of the traditional conference call and by introducing new exciting features has enhanced its dimensions enormously as well as decreasing the entire cost of the process.
What exactly is video conferencing? The dictionary defines what is also known as a video teleconference as "a set of interactive telecommunication technologies which allow two or more locations to interact via two-way video and audio transmission simultaneously." It is also known as visual collaboration and is a type of groupware. Video conferencing can either happen between individuals or involve multiple locations scattered throughout the world. Apart from audio and visual transmissions, video conferencing can also be utilized to share documents and a wide range of computer-displayed information. What does this mean to the average business manager? Read on and learn.
The advantages provided by video conferencing are many. Modern technology makes it easy to meet with any client anywhere and at anytime, defying geographic boundaries. It's a way to qualify clients and candidates before meeting them in person, saving time, effort and money that might otherwise be spent on traveling, food, gas and accommodations. Video conferences serve to demonstrate products and services to clients many time zones away, and can provide a conduit for training employees in another country. Although video conferencing can never replace the in-person meeting, it can, via online collaborative tools, provide you and your business with unique ways in which to interact. Some of these tools include: document sharing and text-messaging.
The following tips will help you make your next videoconference session as productive as possible. While not everything may apply to every business, all will render positive results if used correctly.
Decide upon your space
The conference room is a factor that must be decided on before even considering which equipment will work best in it. Good video conferencing facilities will consider the effect of walls and echo problems. Square rooms, for this reason, should be avoided. Tiles and carpeting have different degrees of sound absorption, all of which must be considered.
There are many fancy setups for effective video conferencing, but sometimes the easiest and most obvious is also the most effective. A U-shaped table with the display and camera at the top of the U and participants sitting around is the best acoustical arrangement possible. Almost any conference room can be adapted for use as a video conferencing site by making adjustments based on the needs of the video and audio equipment to capture signals. A basic web camera is really all you need to get started.
Know how you will use your video conferencing system
Who are the users and what role will the system play in your particular scheme of things? Will it be for an occasional chitchat or for more formal face-to-face meetings between business executives? You may not need high-definition resolution and can possibly opt for the much cheaper web cam and instant messaging if you are going to use your videoconference system for infrequent casual chats.
Along the same lines, decide how many locations you will need to connect to simultaneously and if these locations are outside of your network's firewall. How tech-savvy are your users and what kind of equipment do they have? Will you be using your system collaboratively, with many parties communicating, or will you be watching one central presentation?
Consider extraneous factors that can affect the conference experience
You want to choose a location with a neutral background that contains as few moving distractions as possible. Avoid rooms with tinted or colored light and opt always for natural lighting. Place the camera above the monitor, a few feet away from participants.
Know how much you are willing to invest in your video conferencing system
Purchasing a system can be a very costly venture. Fully customized conference rooms can run into hundreds of thousands of dollars, but lower-end desktop-based systems won't very likely put a big dent in your budget. You should also calculate the costs associated with the activities you are planning to replace or enhance with your new video conferencing system.
Make a short list of vendors
It's all part of doing your homework. Compile a list of those sellers who have systems that meet your needs. Run each system through a real-life test to see how it performs before you buy. Most vendors will permit a test-drive. Some things to look for might include:
* Call reliability:
How often are you disconnected in the middle of a conversation?
*Audio-video quality:
The quality of the sound and the consistency of the picture
*Ease of Use:
Is the user interface simple or complicated to navigate?
* Standards-based:
Can your system be easily connected with other systems?
What type of network will you use for your videoconferencing traffic?
By knowing which geographic areas your videoconference will be servicing, you can ensure beforehand that the digital network you have chosen as well as the required bandwidth is available in those specific areas where the parties you wish to connect to reside. IP networks are generally cheaper than the ISDN varieties and they are easier to secure.
Don't expect perfection the first time around
Even if you choose the simple "web cam" route for your video conferencing, there are almost always problems that occur because each client has a different and usually confusing user interface for its video feature. Non-technical users will need some help in figuring out the process and should not be expected to do so on their own.
Pay attention to the lighting
The speaker and the presentation must be in view. The speaker should avoid remaining in a dark area as, if that is the case, he or she will remain in silhouette for all of the conference participants. Also avoid area that is overly flooded with light.
Always maintain eye contact
As much as possible, look participants directly in the eye even if you have to do so from a web cam.
Speak clearly
Do not speak in a monotone voice. There is nothing more boring than listening to a voice without a single variance in its pitch. In Video conferences the audio can sometimes be garbled, and for this reason, it is very important to not chew on words.
Make your presentation as interesting as possible
Participants will quickly lose interest if you as a speaker, don't sustain it with well-prepared and coherent material.
Follow other speakers' presentations with respect
Give the next person your full attention. Do not yawn or fidget as these two actions translate directly into boredom and disinterest.
Check your computer settings before the conference begins
You might even want to attempt a mock session with a colleague to iron out whatever problems you might encounter. Can your colleague see and hear you? It's better to know this before the conference begins than during it!
The video conference is the way of the future for online interaction and communication. A child of the Information Age, it is growing by leaps and bounds as a convenient and effective tool for companies everywhere around the globe. It is being used more and more, not only by the corporate world, which already appreciates its many advantages, but also by homes, small businesses and universities.
Get on the bandwagon now and set up your first company videoconference. You will be amazed at the results!
Source:
http://www.accuconference.com/blog/CategoryView,category,Video%2BConferencing.aspx
Showing posts with label conference calls. Show all posts
Showing posts with label conference calls. Show all posts
Saturday, September 22, 2007
17 Tips for More Productive Conference Call
17 Tips for More Productive Conference Call
Conference calls have become an important part of corporate business life and yet they are not always used to their best advantage. The world of telecommunications has traveled light years since the old days of the traditional party line, but the modern conference call is really just an expansion of that retro concept. Today, most companies use a specialized service provider for conference calls and they are being used more and more in conjunction with web conferences. These service providers maintain the conference bridge and provide the phone numbers used to access the meeting or conference call.
How can your business better utilize this service? First, let us define exactly what service we are talking about. What is meant by the term, conference call? This is a telephone call in which the caller wishes to have more than one party listen in to the audio portion. Calls may also be designed so that the called party can participate during the call or so that the called party merely listens in and cannot speak. A conference call is also sometimes referred to as an ATC (Audio Tele-Conference).
Conference calls can also be designed so that participants call directly into the meeting themselves by either dialing into a "conference bridge" (a specialized type of equipment that links telephone lines) or by using a special phone number set up exclusively for that purpose. Such calls are used every day by businesses wishing to meet with remote parties, both inside and outside their company. Conference calls often serve as client meetings, sales presentations, project updates, and training sessions between employees who work in different locations. The conference call cuts travel costs and allows workers to be more productive by not having to leave the office for meetings (even if doing so would provide a breath of much needed fresh air).
In a book called "Death By Meeting" author, Patrick Lenzioni, argues that conference calls really should be more fun. He says: "If I didn't have to go to meetings, I'd like my job a lot more." According to Merlin Mann and his fascinating, irreverent and very witty family of websites dealing with personal productivity known collectively as 43 Folders, the following ideas have helped to make his life in general and conference calls in particular, easier and more productive. Consider them the next time you schedule a conference call. Read on and hold that call, please!
1. Don't do a conference call without first circulating an agenda to all involved parties. An agenda helps to structure the conference and helps members to prepare by providing in advance the type of information they will need in order to effectively participate in the discussion.
2. Have everyone in attendance introduce him or herself up front. In fact, make that the first thing on your agenda. It is important for people who don't know each other's voices especially well to become familiar as quickly as possible.
3. Make sure the conference call has a very specific theme. Don't meander, for the road is costly and time-consuming and leads ultimately nowhere! Use the agenda to amplify the theme in question by explaining how it will be covered or explored in each section of the meeting.
4. Schedule a conference call only when it is needed. Many are unnecessary and could be avoided with either a one-on-one call or a focused e-mail exchange. Group calls should only be made when either in-depth dialogue or brainstorming is required.
5. Establish when the meeting will begin, break and end ahead of time. Provide a time structure, which all participants must adhere to and matters will flow smoothly.
6. Do not under any circumstances, permit "electronic grazing" to occur during the conference call. Set it up like they did in the old frontier days at the saloon with all who enter checking their guns at the door!! The equipment is different; phones and laptops to be exact, but the attitude is the same. No multi tasking while the meeting is in session. This means no email, no phone calls and this means you! Attending the meeting is like being pregnant; one either is or one isn't present at the meeting. If an emergency occurs and a call needs to be made, then the person should leave the room to make the call and not tie up the meeting.
7. Schedule guests and make the best use of everyone's time. Use your agenda to indicate when people will be needed to present their arguments and avoid the traffic jam of having thirty people in a room for three hours, twenty of whom will have nothing at all to do or say until the last 15 minutes of the meeting. Tick off items on the agenda as they are covered.
8. Don't wear too many hats at your own meeting. Employ someone to keep track of the time so that you as the leader are free to focus on the matters presented in the agenda and keep the meeting rolling along at an even pace.
9. Stay focused on your time element and subject matter. Not all issues require the same amount of time to settle and any issue that can be resolved offline or does not require the input of the majority of the group should be dismissed as quickly as possible and ticked off the mighty agenda.
10. If you join into a conference call after it has already begun, make sure that other people know you are there. If you are the organizer of the conference call and this happens, seek an opportunity to introduce that person and then quickly review any key decisions that have been made. (If the person being late is you the organizer, you probably should find someone else to head the conference call in the first place.)
11. Be aware of which tips work best for you and remain consistent in their use. Meetings have never been able to run themselves, and you as the leader, must always think things out thoroughly so that people attending do not feel they are wasting their time. After all, that is the one commodity that we never seem to have enough of and that waits for no one, as the old saying goes.
12. Keep conference calls short and very sweet. This way, each participant knows what to expect, more or less, in terms of why they are there and what they are supposed to do. There is nothing more boring than a rambling speaker and nothing that will lose a listening audience more quickly, except maybe a sudden office fire.
13. Consider dealing with any matters that are not on the agenda last even if they are brought up at the beginning of the conference. This prevents sidetracking and losing precious time in covering the more pertinent issues at hand.
14. Don't call bosses and technical experts to attend the conference unless you know in advance that their advice will be needed. Regardless of the outcome of the conference, they will definitely owe you one and be eternally grateful.
15. Limit the number of people on the conference call to four or at most five. Chaos is sure to follow if there are too many opinions circulating at the same time. Problems are likely to occur because the more opinions, the harder it becomes to keep track of who is speaking and a common reaction is to go on automatic pilot and "leave the meeting in your mind."
16. Try not to interrupt when others are speaking and wait for the appropriate moment to jump in. One has to listen and concentrate much more acutely over the phone than is necessary in person.
17. Summarize and follow up on meeting proceedings. This can either be done by you or by a project manager, if one has been so assigned. Take a few minutes at the end of the conference to review any major new projects that were generated in the meeting and email the list of resolutions to all participants. Also, take a minute to identify those issues or questions that must be explored further. Don't forget to thank everyone for his or her participation and say goodbye.
The mercurial business world of today demands quick decisions based on as many facts as possible. Aided by the cold hand of technology, telecommunications has made the transfer of information an instantaneous and ubiquitous affair. Take advantage of this process. Wasting time hurts business and morale on many levels and it is something that can be avoided by planning ahead all the details for your next conference call. Follow these tips and you are sure to have more productive conference calls. Perhaps not all of these ideas will work for you, but many of them will.
And by the way, hold that call, will you? I have to go. There's a conference call I have to attend ...
Source:
http://www.accuconference.com/blog/17TipsForMoreProductiveConferenceCalls.aspx
Conference calls have become an important part of corporate business life and yet they are not always used to their best advantage. The world of telecommunications has traveled light years since the old days of the traditional party line, but the modern conference call is really just an expansion of that retro concept. Today, most companies use a specialized service provider for conference calls and they are being used more and more in conjunction with web conferences. These service providers maintain the conference bridge and provide the phone numbers used to access the meeting or conference call.
How can your business better utilize this service? First, let us define exactly what service we are talking about. What is meant by the term, conference call? This is a telephone call in which the caller wishes to have more than one party listen in to the audio portion. Calls may also be designed so that the called party can participate during the call or so that the called party merely listens in and cannot speak. A conference call is also sometimes referred to as an ATC (Audio Tele-Conference).
Conference calls can also be designed so that participants call directly into the meeting themselves by either dialing into a "conference bridge" (a specialized type of equipment that links telephone lines) or by using a special phone number set up exclusively for that purpose. Such calls are used every day by businesses wishing to meet with remote parties, both inside and outside their company. Conference calls often serve as client meetings, sales presentations, project updates, and training sessions between employees who work in different locations. The conference call cuts travel costs and allows workers to be more productive by not having to leave the office for meetings (even if doing so would provide a breath of much needed fresh air).
In a book called "Death By Meeting" author, Patrick Lenzioni, argues that conference calls really should be more fun. He says: "If I didn't have to go to meetings, I'd like my job a lot more." According to Merlin Mann and his fascinating, irreverent and very witty family of websites dealing with personal productivity known collectively as 43 Folders, the following ideas have helped to make his life in general and conference calls in particular, easier and more productive. Consider them the next time you schedule a conference call. Read on and hold that call, please!
1. Don't do a conference call without first circulating an agenda to all involved parties. An agenda helps to structure the conference and helps members to prepare by providing in advance the type of information they will need in order to effectively participate in the discussion.
2. Have everyone in attendance introduce him or herself up front. In fact, make that the first thing on your agenda. It is important for people who don't know each other's voices especially well to become familiar as quickly as possible.
3. Make sure the conference call has a very specific theme. Don't meander, for the road is costly and time-consuming and leads ultimately nowhere! Use the agenda to amplify the theme in question by explaining how it will be covered or explored in each section of the meeting.
4. Schedule a conference call only when it is needed. Many are unnecessary and could be avoided with either a one-on-one call or a focused e-mail exchange. Group calls should only be made when either in-depth dialogue or brainstorming is required.
5. Establish when the meeting will begin, break and end ahead of time. Provide a time structure, which all participants must adhere to and matters will flow smoothly.
6. Do not under any circumstances, permit "electronic grazing" to occur during the conference call. Set it up like they did in the old frontier days at the saloon with all who enter checking their guns at the door!! The equipment is different; phones and laptops to be exact, but the attitude is the same. No multi tasking while the meeting is in session. This means no email, no phone calls and this means you! Attending the meeting is like being pregnant; one either is or one isn't present at the meeting. If an emergency occurs and a call needs to be made, then the person should leave the room to make the call and not tie up the meeting.
7. Schedule guests and make the best use of everyone's time. Use your agenda to indicate when people will be needed to present their arguments and avoid the traffic jam of having thirty people in a room for three hours, twenty of whom will have nothing at all to do or say until the last 15 minutes of the meeting. Tick off items on the agenda as they are covered.
8. Don't wear too many hats at your own meeting. Employ someone to keep track of the time so that you as the leader are free to focus on the matters presented in the agenda and keep the meeting rolling along at an even pace.
9. Stay focused on your time element and subject matter. Not all issues require the same amount of time to settle and any issue that can be resolved offline or does not require the input of the majority of the group should be dismissed as quickly as possible and ticked off the mighty agenda.
10. If you join into a conference call after it has already begun, make sure that other people know you are there. If you are the organizer of the conference call and this happens, seek an opportunity to introduce that person and then quickly review any key decisions that have been made. (If the person being late is you the organizer, you probably should find someone else to head the conference call in the first place.)
11. Be aware of which tips work best for you and remain consistent in their use. Meetings have never been able to run themselves, and you as the leader, must always think things out thoroughly so that people attending do not feel they are wasting their time. After all, that is the one commodity that we never seem to have enough of and that waits for no one, as the old saying goes.
12. Keep conference calls short and very sweet. This way, each participant knows what to expect, more or less, in terms of why they are there and what they are supposed to do. There is nothing more boring than a rambling speaker and nothing that will lose a listening audience more quickly, except maybe a sudden office fire.
13. Consider dealing with any matters that are not on the agenda last even if they are brought up at the beginning of the conference. This prevents sidetracking and losing precious time in covering the more pertinent issues at hand.
14. Don't call bosses and technical experts to attend the conference unless you know in advance that their advice will be needed. Regardless of the outcome of the conference, they will definitely owe you one and be eternally grateful.
15. Limit the number of people on the conference call to four or at most five. Chaos is sure to follow if there are too many opinions circulating at the same time. Problems are likely to occur because the more opinions, the harder it becomes to keep track of who is speaking and a common reaction is to go on automatic pilot and "leave the meeting in your mind."
16. Try not to interrupt when others are speaking and wait for the appropriate moment to jump in. One has to listen and concentrate much more acutely over the phone than is necessary in person.
17. Summarize and follow up on meeting proceedings. This can either be done by you or by a project manager, if one has been so assigned. Take a few minutes at the end of the conference to review any major new projects that were generated in the meeting and email the list of resolutions to all participants. Also, take a minute to identify those issues or questions that must be explored further. Don't forget to thank everyone for his or her participation and say goodbye.
The mercurial business world of today demands quick decisions based on as many facts as possible. Aided by the cold hand of technology, telecommunications has made the transfer of information an instantaneous and ubiquitous affair. Take advantage of this process. Wasting time hurts business and morale on many levels and it is something that can be avoided by planning ahead all the details for your next conference call. Follow these tips and you are sure to have more productive conference calls. Perhaps not all of these ideas will work for you, but many of them will.
And by the way, hold that call, will you? I have to go. There's a conference call I have to attend ...
Source:
http://www.accuconference.com/blog/17TipsForMoreProductiveConferenceCalls.aspx
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