Let’s face it; video collaboration has seen a huge spike in popularity lately.
With more people working from home than ever before, teams need a way to stay connected, without compromising on the context and nuances of face-to-face conversations. Video conferencing gives us the chance to connect with our colleagues on a deeper level while tapping into beneficial features like screen and document sharing at the same time.
If you’re new to video collaboration, here are some of the top tips you can implement to ensure that you’re setting your discussions up for success.
1. Make Sure You Have a Stable Connection
First things first, everyone taking part in a video conferencing discussion needs a secure internet connection. For some people, that will mean skipping WiFi at home and connecting straight to the ethernet cable. For others, it will mean moving outside of their home to check out alternative working environments and coworking spaces.
If you’re using a connection and you’re not sure whether it’s secure, then check with your team leader whether extra security precautions need to be taken, such as using a VPN, or implementing more forms of authentication.
2. Use the Right Conferencing Software
There’s a lot of video collaboration tools to choose from in today’s environment. The best choice for you will be the tool that’s easiest to use and brimming with the right selection of features. Look for a video collaboration tool that allows people to join meetings with minimal set-up. Features like screen sharing and commenting should be available too.
If possible, it may be worth looking for a video tool that integrates with the features that your employees already use. For instance, Microsoft Teams integrates with the entire Microsoft Office stack, and Cisco Webex Teams is a perfect choice for Cisco-focused teams.
3. Be Prepared Before the Conference
Before a conversation begins on video, it’s important for both sides of the discussion to be prepared. Employees need to ensure that they know how all of the features of their video collaboration tool works. You’ll also need to check your lighting, make sure your camera is working, and examine your audio too. If you’re not wearing professional clothes already, change into them before your meeting.
From a management side of things, employers and leaders will need to send out agendas before a video conference, so that everyone in the team knows how to prepare properly for the upcoming discussion. Video tools that can record meetings can be useful for revisiting points later.
4. Keep Different Needs in Mind
If your employees in the remote working environment are made up of people with a wide range of different schedules, or even unique time zones, then it’s important to keep everyone’s needs in mind. Many video conferencing tools today come with access to calendaring tools that employees and team leaders can use to ensure that meetings are scheduled for times that everyone can attend.
It’s important for everyone in the meeting environment to feel as though they don’t have to struggle to be there. Regular video conferences not only keep people informed; they also make it easier for your employees to maintain meaningful relationships with colleagues.
5. Set Expectations
Finally, if you’re hosting a video collaboration session, then it’s important to set expectations. Make sure that you know your employees are expected to be there on time, dressed professionally, and ready to use the software available.
If you’re taking part in a video conference, then it’s up to you to get comfortable with the tools that you’re going to be using in advance. Don’t wait until it’s time for your meeting to see how features work or check whether your microphone is transmitting sound properly.
As more businesses embrace video conferencing, everyone needs to have the right plan in place for using this software efficiently, and effectively.
