To facilitate videoconferencing and web conferencing
In this article,Videoconferencing and Web conferencing This section explains what you need to know to facilitate the
Videoconferencing and Web conferencing have become widespread due to the influence of remote work and changes in work styles. However, there are not many companies that can successfully conduct videoconferencing and web conferencing. There is still a lack of knowledge on how to facilitate videoconferencing and web conferencing.
Because videoconferencing and web conferencing are different from traditional meetings, it is necessary to take advantage of the tool's features in order to facilitate a smooth meeting. Without knowing the methods described here, it will be difficult to have a successful videoconference/web conference.
If you are considering implementing videoconferencing or web conferencing, or if you are using videoconferencing or web conferencing but not sure how well it is working, please take a look.
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Distribute materials in advance using the file sharing feature.
Many videoconferencing and web conferencing products include a file sharing feature. With this feature, you can distribute materials to participating members before the meeting begins. This allows participants to look over the materials at their own pace, making the meeting run more smoothly.
In traditional meetings, it is not uncommon to not be able to look over materials until they begin. If you use videoconferencing and web conferencing, take full advantage of the product's features and use the file sharing function to share materials.
Clear audio is essential for smooth meetings.
The lifeblood of videoconferencing and web conferencing is clear audio.
If you can't clearly hear the other person's voice during a voice or video call, it won't be a conference. Important business negotiations held via video conferences or web conferences may not proceed smoothly, which could have a serious impact on the meeting. That's why it's a good idea to check before the meeting to make sure you're getting clear audio.
When using the videoconferencing and web conferencing functions included in groupware, it is recommended to check whether clear audio can be ensured through a free trial before introducing them in your company.
We will all be unified, face to face or not.
Videoconferencing and Web conferencing allow you to see the other party's face and hold a meeting using only audio.
In important meetings, it is important to know the mood of the conversation and the facial expressions of the participants. In some cases, audio only may be sufficient for lighter meetings.
If you are having a videoconference or web conference, there will be a certain number of people who do not want to show their faces. However, it is not desirable to have a situation where some people show their faces and others do not. Depending on the importance of the meeting, it is important to decide in advance whether to show your face or not, and to unify either of them is the secret to smooth operation of video/web conferencing.
Let's share screens to avoid differences in images.
Since videoconferencing and web conferencing are not in the same space, it is recommended to use the screen sharing feature for better understanding.
When meeting in one place, it is difficult to create differences in images because you are looking at whiteboards and projector materials together. However, with videoconferencing and web conferencing, even though you can see the other party's face, you are not looking at the materials together, so misunderstandings can occur based on words alone.
In such cases, the screen sharing function can be used to avoid image differences. By sharing the screen, you can clearly see what you are pointing out and the points you are talking about. Because you are not in the same place for videoconferencing and web conferencing, you can use screen sharing to ensure that misunderstandings do not occur.
Utilize the mute function depending on the situation.
In videoconferencing and web conferencing, it is also important to mute your own audio depending on the situation. Mute means to turn off the sound. Why is it important to mute your audio in a videoconference/web conference when you are in a meeting?
As mentioned earlier, clear audio is important in videoconferencing and web conferencing. That is why videoconferencing and web conferencing, where many people are calling from separate environments, are prone to noise.
If there does not seem to be a good time for you to speak, it is also important to mute the system once and create an environment where members of the conference can easily interact with each other. If you want your videoconference/web conference to proceed smoothly, try out the mute function.
Small Rules Keep Videoconferences and Web Conferences Running Smoothly
We have introduced the techniques you need to know in order to make your videoconference/web conference run smoothly. Many of you may have not practiced the things introduced in this article when conducting videoconferences and web conferencing.
Just by following a few small rules, your meetings will run smoothly. Please put into practice the things described in this article to make your videoconferences and web conferencing sessions run smoothly.