Tuesday 6th June 2017

Today’s workforce is more global than ever, and with new technology constantly adapting how businesses manage communications, it is no surprise to see a sharp rise in the popularity of business video conferencing.

Despite the increase in popularity, there is still some fear and scepticism surrounding video conferencing and meetings. Employees can be overwhelmed by the entire process, not making the most of video meetings. To help avoid this, here are five tips to make the most of every video meeting:

1. Make the Booking Process Easy

To avoid unnecessary stress, everything needs to be as simple as possible, even before the video meeting takes place. Ensuring the video conference booking system is user-friendly and uncomplicated will be a huge help to any employees who are unfamiliar with such technology. Be sure to have communication lines open, so that employees feel confident to ask for help where needed.

2. Keep the Room Ratio Correct

Video conferences need dedicated rooms, but should video conferences only be held in dedicated rooms? Many businesses find that they can happily hold video meetings in standard meeting rooms, as long as the correct technology is in place. This is a positive, because it means video meetings can be tacked onto regular meetings at the last minute, and also means that employees have the freedom and choice of available rooms, rather than a limited and smaller selection of video conference only rooms.

3. Establish Simple Technology

Overly-complicated video conferencing technology can put employees off, and cause delays and issues. Consider implementing a ‘one button push’ system, where international numbers can be dialled at the touch of a button.

4. Implement Virtual Meeting Rooms

Virtual meeting rooms offer a flexibility that is harder to achieve with traditional video conferencing. These types of virtual meeting solutions can allow multiple people to take part, joining from separate locations or using smart phones or tablets. The adaptability of this is particularly attractive to businesses with flexible working policies.

5. Consider Time Zones

Time zones are too often overlooked, but make all the difference. Avoiding scheduling a video meeting for 11pm in Sydney or 6am in New York is always going to be helpful when it comes to international video meeting etiquette, and will probably result in more positive international relations. Courtesy always goes a long way!

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