Have you understood the importance of video conferencing for your business? If you have, then you already must have been availing the services. You do not need high-end classes or tech to understand the ins and outs of how a video conferencing should be done, because there is no rocket science to it. Just understand how it is operated and you will be good to go. However, the real issues start when you have a video conference with an important client and you need to bring all the team members to a same table and pitch. While learning about this mode of conferencing might not be difficult, what’s difficult are the etiquette and the techniques that one must know to have a successful conversation while having a virtual meeting. Though the etiquette and the rules for both the virtual and physical meetings are almost the same, but some vary due to the change of setting and the environment. You need to read the body language to see what’s happening around. So, delve into the golden rules to learn how to carry out a successful video conferencing with the clients.
The golden rule and the key to success of any business communication is to be well-prepared beforehand. You don’t need to use jargon, but simple statistics and information to back the facts you talk during the meeting. Video conferences are almost like the physical meetings, so don’t think you can cut yourself some slack. The shorter and more on-point the call, the better. Remember that almost everyone is busy these days, so if you want your conversation to be effective, be concise and stick to the matter at hand. Be as clear as possible, so all the participants of the meeting can get your topic of conversation. Avail the services of any video conference solutions provider Sydney to learn how a video conferencing must begin. Other than this, be on time and do not beat around the bush. If you do not have an agenda at hand, we can guarantee that you will never be able to win the clients over. For an effective video conference, start by telling your agenda to the client and then discuss it by breaking it down in the matters of priority.
Optimise The Conference Room:
Just as what and how you are speaking is important, where you are speaking from is important too. Though the actual beauty of the video conference is that you can conduct it from anywhere you want, but the business etiquette demand that you have an appropriately designed space for it. By this, we don’t mean that you should go about constructing a new room in your office and decorating it specifically for this purpose. A little tweak in your already existing board room or conference room will do you a lot good. To engage the members more and to give the meeting an aesthetically pleasing appearance, make your conference room interesting by painting it in nice and bright colours. Also, remember that lighting plays an integral part in the overall aura of the meeting too, so make sure the room is glare-free and properly lit. Another way to optimise the video conference is to minimise the distractions as much as possible. Everyone present in the room must be focused on the meeting and all the other tasks should be kept aside. Just like the conventional meetings, the cell phones must be turned off and every other gadget should be muted. All the participants of the meetings should be in the room and latecomers should not be welcomed. Do not indulge in personal conversations, just because the meeting isn’t taking place physically. Video conferences are almost the same and same etiquette should be followed to optimise them and make the time productive.
Make Sure You Are Ready:
Before the video conference begins, make sure you are ready, and no last-minute changes are required. You just need to press a single click to start the video conference, that’s a no-brainer, but there will be no harm if you check the meeting room and supervise the arrangements before the meeting begins. Similarly, also ensure that everything is in place and all the attendees are in the room before the conference must begin. However, if some last-minute deadline or an urgent project caused someone to bail out on the meeting, record the video conference beforehand. Again, make all the arrangements before the meeting begins, so you don’t disturb the participants during the meeting. Just record the entire meeting, so those who weren’t physically present and were an important part of it can watch it later.