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Making video conferences click: Six ways to boost meeting productivity

Shaun Wormald, Senior Director of Unified Communications, InterCall Asia Pacific | June 11, 2015
While it's tempting to join video meetings in a way that's convenient for you, doing so affects not only your ability to contribute to the discussion, but also those of the other attendees.

Take time to check your microphone and camera settings as well. Nothing is worse than not being able to get an important message across because youraudio is unclear.  Also consider the positioning of your camera -- adjust it accordingly and preview your own image. Make sure it's eye level as some camera angles can be distracting and unflattering.

3.       Join the video conference, then mute your microphone.

Once you're on the video meeting and have greeted all the other participants, mute your line -- even if you're alone in the room. You don't want your background noise to muddle with the audio and annoy those in the video call.

However, be mindful when you're on mute. Make sure that your microphone is turned on before you say something. Knowing where the mute button also comes in handy so you can quickly unmute whenever you have to talk.

4.       Speak clearly but don't shout.

To ensure that everyone on the video conference understands what you say, speak naturally and enunciate each word. If someone can't hear you, adjust the level of the microphone and make sure it's not covered. Never shout. Yelling will make other participants turn down their volume, possibly missing essential information. To help ensure you have a clear audio, use headset or earphones - this can drastically reduce echoing and background noise, and can make your voice sound crisper.

5.       Make yourself presentable.

Although it's a video conference, bear in mind that you're still going to attend a meeting. Wear clean, professional clothing and dress as if you're having a face-to-face meeting, even if you're working from home.

6.       Focus.

Doing other tasks during video meetings is a big no-no. This includes engaging in conversations with people not in the meeting. As a parameter, if you wouldn't do it in a face-to-face meeting, then you shouldn't do it in a video conference as well. 

Allowing users to communicaterealtime and discuss complicated matters easily, a video conference is actually a great alternative to a face-to-face meeting, especially when time and money are scarce. It works just like any other in-person meetingso make the most out of it -- know how to conduct yourself properly and get your message across.


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