Flickr/matt.hintsa
The videoconference is becoming a popular option for many companies that are multi site within one country or internationally based. Finance directors like it because it cuts out the costs of air or rail tickets, accommodation and meals that would otherwise be required for a face to face meeting. CSR and compliance directors like it because reducing the need to travel helps to reduce carbon emissions and can assist in companies achieving carbon tax targets. Some executives seem to prefer it because it’s less tiring and stressful with no need for weary traipsing round the world living out of a suitcase.
Videoconferencing can never have the same the impact as genuine person-to-person communication, but it is the next best thing as 80% of communication between human beings consists of non-verbal and visual cues. Expressions and meanings are better understood and confusion can be avoided (it’s often difficult to convey tone or emotion in a written email for example) and working relationships across frontiers can be better maintained. However, if you do use this medium, it pays to get the basics right to get the most out any investment in equipment and your people’s time.
Know The Technology
There are many suppliers and manufacturers of video and audio conferencing products such as SMART, Polycom, Sony, AMX, Crestron and Omnivex. SMART is probably best known in both the business and education sectors through its SMART Board products, but whichever system is used, get to know it before you use it! Most video conferences that don’t work do so because of a lack of understanding of the technology by the participants. Take time to learn how to use the technology before your first conference or contact your video conferencing provider to see if they can provide training and support, if necessary on site at the time of the meeting.
Prepare the Ground Rules In Advance
Set specific objectives or outcomes for the meeting. Keep these ideally to around three to five key points and make sure everyone knows the purpose of the meeting in advance so everyone know what should be accomplished. Give the other participants time to prepare and provide an agenda to help keep the discussion focused on the key points.
Structure The Meeting: Assign A Chairman
Assign a chairman or moderator. Exactly as you would with any other meeting or conference, it’s essential to impose some order. Some suppliers provide the services of an event producer who is specially trained to manage video conferences. That’s difficult enough when there are several people physically present around a table but in a video conference which could include multiple sites with dozens or even hundreds of participants it’s even more important. Keep it moving and when the conference begins, ask everyone to identify themselves and their location. The meeting should be lively and interactive but not descend into a free-for-all. Allow individual presenters to speak without interruption and assign a specified Q&A period. When you do speak, speak clearly. Direct a question to a specific named participant as open discussions can be confusing.
Use Simple Visuals
If you do need to use visual aids or diagrams, make them as simple as possible. As you would in a live presentation, speak not to the visuals, but to your audience. The visuals are there to enhance your spoken communication, not to overpower it, so no need for Flash animation when no-frills static illustrations would do. Simple, clear and concise works best in videoconferencing.
Dress Appropriately And Don’t Fidget
Video conferencing means how you look matters both in terms of your character and persona and from a technical /transmission standpoint. Solid or neutral colours work best over video so dress in muted or solid tones. Avoid red as it tends to bleed on screen and bright white because it can overload the picture’s contrast. Avoid checks or dog tooth check jackets too as these can create distracting interference patterns on screen. Try to stay in one place. Check your visibility on screen to be sure you have not moved out of shot. Try not to rustle papers or tap a pen either as this can be exaggerated greatly on audio pickups and prove very distracting to other participants.
The author, Rory Bruce, works with a company that specialises in videoconferencing which also supplies control systems for complete AV presentation set ups.
Freelance writer and veteran of ad agencies, PR companies and trade magazines
