Buying Guide・2022-03-04

Master the 5 Key Tips for Video Conferencing to Achieve High-Efficiency Communication and a Leap in Corporate Image!

Industry Insights

Video conferencing allows you to hold meetings with colleagues, partners, and clients without regional or venue restrictions. Under the impact of the pandemic, remote video conferencing has been widely used, which not only reduces contact risks but also saves travel time and expenses. However, the direct interaction of remote video conferencing still falls short of physical participation. Let's understand the characteristics and precautions of online meetings, so that meetings no longer drag on, and you won't leave a meeting feeling confused, only to spend more time on follow-up communication.

How can we make video conferences run smoothly and more efficiently? We can understand this from preparation, sharing operations, and even meeting rules. BXB Electronics has compiled 5 tips: Choose a suitable meeting space

Before joining a video conference, in different environments, besides ensuring the space is clean and tidy, what else affects audio pickup and video presentation? Is the venue too empty, or are there too many glass materials? These can easily cause echoes. When installing video equipment, in addition to ensuring sufficient light sources, you must also pay attention to whether it is prone to backlighting and reflections. Especially the layout of the conference room...

, regardless of size and direction, will affect online and offline participation! Regarding stable hardware, software, and cybersecurity environments for video conferencing software, we previously published "

Comparison of 4 Online Video Conferencing Software & Recommended Hardware Matchings >>

For a complete introduction, please refer to this article. Next is hardware equipment. Familiarizing yourself with the conference equipment and testing it in advance are both extremely important! Be sure to check the current network connection status first, and try to maintain a stable network speed and high bandwidth support

, to achieve more real-time interactive AV transmission; if the network connection quality is poor, the collaboration efficiency of video conferencing will be heavily affected. Finally, there is the consideration of information security

, we have compiled five suggestions for your reference: (1) Set a meeting password

(2) Do not share meeting information on public platforms (3) Make good use of host features (4) Use file transfer features with caution (5) Keep updated to the latest version

. These tips can help enterprises or individuals achieve a better cybersecurity experience.

Flexible Extension & Screen Sharing

The biggest problem with video conferences is the lack of face-to-face interaction and the inability to see physical materials, making data sharing and viewing extremely important. Sharing presentations and document files during a meeting might expose content unrelated to the meeting to colleagues. In addition to logging out of your personal communication software, here are three screen-sharing methods you must know: (1) Single window sharing (2) Single tab sharing (3) Entire desktop sharing

. Please be sure to practice the presentation materials before the meeting, and determine which screen sharing method is the most convenient for you to operate.

Seen clearly, heard clearly

For ideal video operations and meeting experiences, the placement of the video camera and display is extremely important. To make the other party feel your sincerity, be sure to focus your eyes on the camera, keeping your eyes at the same height as the lens.

. In addition to the direction and brightness of light affecting the brightness of the image, if

If wearing glasses, pay attention to lens glare/reflection

。

Finally, regarding audio pickup, when multiple people connect, the sound sources become numerous and complex. When speaking simultaneously, it becomes difficult to hear clearly, reducing meeting efficiency, and sharp feedback may even occur. Therefore, for any online meeting with two or more participants,

It is recommended to choose a "cardioid microphone"

. This type of microphone only picks up the voice directly in front of it, avoiding surrounding noises that cause interference (such as whispers from other participants or PA speakers), making the speaker's voice clearer.

Establishing smooth order and rules

Video conferences are prone to issues such as multiple people speaking at the same time, someone going off-topic, and meetings running overtime. Some speaking rules can be established, such as requiring gestures before speaking, and setting and reminding everyone of their speaking time limits.

, which avoids chaotic or inefficient meetings. In addition, online meetings can easily make participants feel disengaged, so the role of the host is extremely important.

Pre-meeting briefings, process control, and assigning speaking topics or items to each participant

(At least one is preferred, which can be notified before the meeting) to give everyone a sense of participation and help attendees focus more through preparation. Lastly, be sure to pay attention to 'joining the meeting early'.

, making the meeting process smoother, which also affects the perception of individuals and the company.

The Most Comprehensive Video Conferencing Solution

Smart office has gradually developed, making collaboration among colleagues easier and enabling more real-time information exchange. In addition to the five tips mentioned above,

BXB Electronics' solutions provide your conference space with a more complete configuration, effective management on a single platform, excellent software and hardware integration, and collaborative efficiency enhancement, empowering workers and bringing an unprecedented office environment.

Latest Video Conferencing Solutions

https://www.bxb.tw/conference-system/q-con-list/

The biggest challenge of video conferencing is keeping people focused

, but as long as you master the above key points, you can make meetings simpler and more efficient. A good meeting presentation will also earn a better corporate image and reputation.

If you have any questions regarding the above content, conference systems, consultation on conference needs and customized solutions, or quotes for BXB Electronics conference equipment, please leave your contact information and requirements, and we will provide you with professional services immediately.