Tips on Video Conferencing Setup In The Office
Thanks to breakthroughs in technology, we can speak with just about anyone in the world. Video conferencing has given us the ability to actually place a face with a voice.
Just like any form of new communication, we must also know how to use the equipment. Before having a video conference, we must test the equipment to make sure everything is working properly. Listed below are some tips to help test your video conferencing equipment.
1. Have all of your equipment Before starting the conference, make sure you have everything you will need. This will include having Internet, and power to run the equipment. In an extreme case, you may need to have a backup plan ready and available. The backup plan can include having an alternative power source in the event you happen to lose power.
2. Know about common problems Make sure you are aware of some common problems which may arise when having a video conference and how to correct them if necessary. Some common problems include: -Audio and vision equipment not connected to the main power source -Input and output devices not connected. - Speakers, speakerphones, and microphones not connected -Camera or cameras are not connected -Incorrect IP address
By checking these common problems before hand, you will be able to minimize problems you have when video conferencing.
3. Have everything you will need for the conference in advance
Any presentations, storyboards, or other materials needed, make sure they are ready before you start. You do not want to run out of the room to find materials you need.
4. Test the system with everyone involved in the conference
Make sure everyone involved has the right equipment for a video conference. This is a perfect opportunity to have a trial run of the system and fix any problems with the equipment.
5. Audio Test
Check to make sure that there is no feedback or any type of echo. Check the volume to assure the sound is not too loud or too soft.
6. Video Test
Check to make sure the images seen are as clear as possible.
Just remember any meeting can become boring, including a video conference. Try to keep the video conference as short as possible.
If you are lucky and have a technical department, it would not hurt to have them in the room just in case something happens and you are not able to correct yourself.
Video conferences can be seen as a little scary, but with some preparation, it can turn out well.
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