Have you been assigned to be the overall in-charge to plan a successful video conferencing for your company? If so, you are at the right place. Although it is not as easy to plan a successful video conferencing, you can do it if you know the key factors for a successful video conference.
These factors are so important that if you do not get them right, your video conference experience will be a nightmare that you want to forget as soon as possible. Now, let me share with you some tips to plan a successful video conferencing:
1. Keep your video conference short. Nobody likes to sit in a room and stare at a screen for hours. So make sure that you plan your conference to last for no longer than 1 or 2 hours. Longer sessions will make your attendees tired and lose concentration - which will defeat the purpose of organizing a conference.
2. Plan the conference way before the actual event. You should plan your video conference in advance. Talk to your IT department so that they will know what to set up on the actual day. If you are dealing with an overseas conference, coordination with the overseas party is a key factor that will determine whether your conference will be a success or not. Make sure that all necessary information and materials are ready before the event. Plan out the seating arrangement and attendant list too.
3. Make sure that all equipments are ready to use. Test the equipments before hand to ensure that they are working well. You should also hand in all materials for transmission to the site technician at least 2 days before the actual event. This is to ensure that the technician can get familiar with it.
4. Use bigger font size. As it is very tiring for people to stare at a screen for long hours, you need to ensure that the font size of your text is big. This will at least make the attendees feel better.
5. Have a backup plan. You will never know what will happen on the actual day. So make sure you have a backup plan. If the camera is not working, what can you do? Is there a backup camera or projector? You get what I mean.
If you spend enough effort and time to plan your video conference, you can ensure that it will be a success. So spend some time to plan out the details now. It will be worthwhile at the end of it.
Video Conferencing - How to Plan a Successful Video Conferencing
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