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How to Improve Video Meetings in the Transition from Face-to-Face Meetings

Many businesses have had to change the way they work in the last year due to the pandemic. Videoconferencing has become necessary in the transition to a work-at-home environment. Even as more businesses are returning to the office, many are planning to preserve some of their newly adopted practices, such as videoconferencing. 

A videoconference is a live meeting held over the Internet with people located in different places. In companies with employees located across multiple geographical locations, videoconferencing was a common practice even before COVID-19. Videoconferencing is also helpful if your company has clients and partners located in different cities or countries. Having in-person meetings every time you need to talk to someone would be expensive and difficult.

Many companies returning to the office are now adopting hybrid schedules, which means that their employees are working partially from home and spending only some days in the office. This has made videoconferencing a necessary part of the workday to ensure seamless communication between employees in the office and employees working from home.

 

Tips for Improving Video Meeting Quality

Videoconferencing can seem a little awkward at first, but it is an effective way to communicate once you learn some best practices. While meeting face-to-face is ideal when possible, videoconferencing is the next best thing. It is certainly more effective than phone calls because you can see participants’ faces and body language as you speak, and it is better when it comes to forging a connection amongst employees. This holds even truer now that companies are hiring more remote employees who never or rarely see their colleagues in person.

To improve videoconferencing, it’s important to invest in quality equipment. Make sure you have a good webcam to achieve a high-quality image during videoconferencing calls. If you use a laptop for work, the laptop will likely have a camera built-in already, but built-in laptop cameras don’t always have the best picture quality. You can get a standalone web camera to use for video calls to improve video resolution. You can also set up some basic lighting to look your very best during video calls. 

It’s also critical to ensure that your Internet speeds are sufficient for having video calls with crisp sound and picture quality. Ideally, you will use a wired Internet connection for video calls but if that is not possible, you can improve call quality by taking calls in areas of your home or office with a strong Wi-Fi signal.

Another important tool to have is a headset. While some people just use their computer’s built-in mic and speakers for calls, this tends to result in issues like echoing, poor audio quality, and distracting background noise. Using a headset will ensure that you are able to hear meeting attendees well, in addition to filtering out background noise and making your voice crystal-clear during meetings. 

When having video meetings, find a quiet area with minimal background noise and no interruptions so that you can focus on the call. It’s also advisable to pick an area with a distraction-free background. Don’t have calls in an area where people constantly pass by behind you or there’s a lot of clutter. You can set up a nice background and regularly do video calls in that specific area of your house. For example, you could set up a bookcase with a plant on top and use that as your video call background. Alternatively, you could use a virtual background to conceal your actual background.

 

Helping You Transition to Videoconferencing  

Add-On Products offers a variety of solutions to help you transition to videoconferencing. Our tools that integrate with Microsoft Outlook® and Exchange make it easier for you to book videoconferencing meetings as well as rooms for videoconferences and hybrid meetings while at the office. Contact us today to schedule a free trial or free online demo of our products.

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