Some Tips For Video Conference Meetings

Video meetings save travel time (and potentially the need to wear pants), but there's an art to getting the most from them. Follow these some tips for more effective video meetings.

Test the connection in advance

If you're using your own machine rather than a dedicated videoconferencing room, test that the connection is working ahead of time. If there are network problems and you need to switch to a backup, you'll want to know ahead of time rather than after the meeting has started.

Update software (and reboot)

On a similar note, also make sure you have any relevant software installed and that you're running the most recent version. It's also a good idea to reboot; that ensures your machine has maximum stability and won't suddenly decide to try and install patches during your call.

Use video for larger meetings

Video conferences are far more effective when you need to hold meetings with multiple participants (a common requirement for companies operating in multiple countries, for instance). It's much easier to keep track of who's talking in a video environment than on a conventional phone call.

Dress for the occasion

While you could theoretically pull off the newsreader trick of wearing a suit jacket (visible on camera) and boardshorts under the desk, you should adopt the same dress code for a video conference as you would for an in-person meeting. If it's a multi-person meeting headed by your CEO, dress up. If it's an informal catch-up with your developer colleague, you don't need to make the same effort. But do remember to brush your hair.

Make sure the background is stationary

If you have to participate in a video conference from a public location such as an airport lounge or a cafe, try and pick a location where there's a wall behind you, rather than with people visible and moving around. That movement can prove very distracting

Pick a suitable venue

With that said, some meetings deserve a more professional environment. If you're dealing with a new client, use a dedicated video conferencing room, or book a meeting room to create a more reassuring ambience.

Choose an appropriate length of time

Multi-person video conferences will generally run for a specified length of time. Don't over-estimate how much you need; video conference meetings are generally faster than their phone equivalents.