Posted by QuickReadAbout.com Staff in Web conferencing is starting to replace fact-to-face meetings. Web conference aims to make employees more productive at the same provide significant improvement on how the company runs.
There are several things to remember to ensure that web conferencing was done or conducted effectively and is a success. Preparation is important for a successful web conference. According to Resource Center, it is never to early to prepare for the conference. A month before the web conference, it is important to determine if it is indeed necessary and design who will be participating in the conference and rough outline of the topic to be discussed.
Two to three weeks before the scheduled conference, invitations to the participants should already be sent out. A week before the conference will just be for polishing of the details planned couple of weeks earlier.
A week before the actual date of the conference, it is important to conduct a dry-run or trial run. This would help or eliminate any possibility of technical issues.
Check the participants’ bandwidth. It is important to know if anybody from the participants would have any problem about the video or audio. It there is somebody from the group whose bandwidth is not enough to support the conference, then advice the group member to call and coordinate with their internet service provider.
Testing the equipment before the conference is very important. Check the web cameras if they are working properly with the web conferencing programs. Also, check the sound system. See if the microphones are giving out feedbacks that may deafen the other participants. Make sure that all the attendees have the right tools needed for the conference.
Aside from the web cams and sound system, also check for the camera angles. It is important, and professional, that your whole head will be shown in the camera, not just the neck or the top of the head. Also double check the lighting on the camera. If telephone is needed in the web conference, using headsets is more effective than the phone.
Also test the software you are going to use in the presentation. There are test or free trials of the software available. Try using these software to be familiar with its features and food.
If the person involved in the meeting is located in a different country, it is important to double- check the time zone. Also try to use more muted colors like blue or gray. Bright colors and patterned clothing doe not really match with transmission.
Using clear and thorough instructions can also help the participants to have an enjoyable session. Since web conferences come with lots of features, it is important to use the feature that will enhance the quality of the presentation or demonstration. Familiarize yourself with the features before the meeting.
To use time efficiently, set an agenda. Agenda setting will help the moderator and the participant’s to know the expectations from the conference and address those expectations. Agenda setting is a great way of managing time. Starting and ending the meeting on time is also a way of valuing time.
The day after the conference, send out thank you notes to the participants who have attended the session. A week after the conference, ask the participants to provide any feedback to improve the flow and the conference itself. Through this, we can ensure that the participants had the greatest web conferencing experience.