The outbreak and pandemic status of COVID-19 means we are in an age where video conferencing will reign supreme. A typical working environment is impossible. However, using the right tools to virtually see, talk, and converse with staff, clients, and stakeholders can help make things smoother and more continuous for your business.
Even outside of the pandemic, this software can save time and money and increase productivity. Aside from shared meetings, a video conferencing solution is a great way of getting other business tasks done, such as addressing customers’ support questions live or connecting with customers and partners.
GoRemote is a serious business-grade conferencing platform that you can use to facilitate face-to-face talks over the internet.
Another key advantage is that it offers end-to-end encryption which ensures that the meetings you hold, and the files you share within them, are secure. The other big plus is that the service is hosted in the EU. GoRemote can be used in your browser, however, for an additional cost, you can also use one of the dedicated apps available for mobile users in the AppStore for iOS users and Google Play store for Android users.
Are you ready to connect? Check out these ten tips. Whether you are an employer, an employee, or a stakeholder, you need to be sure about your approach. If the answer to each of the following questions is yes, you’re good to go!
- Do you have a fast and stable internet connection?
- If you’re using a laptop, try to use a LAN cable to keep your connection secure
- Use encryption, passwords, and other security if your only choice is a wireless connection
- Slow connections affect visuals and audio
- Instability is disruptive – and annoying!
- Are you using good quality video-conferencing software?
- Skype might be free, but the old adage is true: you pay for what you get if you’re not at least careful with your research.
- Top-quality software makes proper business communication more accessible.
- Some subscription-based software only requires payment from the business, allowing employees and stakeholders to download for free.
- Make sure your software is always up to date and OS-compatible
- Make sure your OS is up to date, too!
- Have you dressed appropriately?
- Being at home doesn’t mean you can turn up to meetings in your pijamas.
- You are a representative of your organization and should dress just as you would for a real in-person meeting.
- Stick to semi-formal, neutral clothing.
- Do you have an agenda for your conference?
- Meeting invitations should include an agenda of exactly what you’re planning to discuss.
- Send an e-mail to be sure everyone is in the loop!
- Send the required materials beforehand.
- Participants need an agenda to be adequately prepared for the meeting
- It will help people know how necessary the meeting is!
- Are you aware of different time zones?
- A few employees are likely in different timezones. This is true whether in the continental US or worldwide.
- Keep these in mind when you are creating your calendars.
- Be clear about what time zone you are referring to in your invitations.
- Choose a time that works for everyone.
- Is your workspace free of distraction?
- Yes, your child/pet dog/pet cat is probably adorable, but they probably shouldn’t be in the frame during a work conference!
- Keep distracting things out of the line of sight of the camera. Nobody wants to see your literal dirty laundry!
- Keep your phone on silent and turn off unnecessary device alerts.
- Do you know all the features of your software?
- Get rid of background noise as much as possible and help reduce microphone echo.
- Make sure everyone knows how to mute and unmute in case of personal pauses!
- Is one person speaking at a time?
- This is general manners, but it can get tricky when a lot of voices participate in the conversation.
- Multiple voices can cancel each other out over video-conferencing software and make it easy to miss important notes.
- Practice patience while everyone has their turn.
- Hold queries until the end.
- Have the host organize the conference as much as possible.
- Are you in an appropriate setting?
- If you are able, using a conference room that is dedicated to calls or booking one can help with conferences to new customers.
- At home, make sure you are in a clutter-free room with a professional-looking background.
- Is the lighting good and uniform?
- Glare is a real problem on screens, and video conferences are, unfortunately, no exception! Poor lighting can ruin an otherwise successful meeting.
- Try to get as much daylight as possible without distracting participants.
- Avoid harsh electric bulbs where possible.
- If no daylight is available, try fluorescent lighting instead.
Did you pass? Congratulations! You’re ready to go ahead with your call. Keep the above in mind for a low-stress efficient meeting, and who knows – maybe even after the crisis, video conferencing will be your way forward.