Welink Accountants Welink Accountants
11-tips-for-a-good-video-conference

11 Tips for a good video conference

Welink Accountants

Welink Accountants

What makes for a great video conference?

 

Find out how to optimise your next video conference with these 11 helpful tips.

 

Summary: 

 

  • 1. Choose the right software
  • 2. Make sure your internet connection is stable

  • 3. Be aware of time zones

  • 4. Prepare your topic before the meeting

  • 5. Keep track of time

  • 6. Be aware of who speaks when

  • 7. Dress appropriately

  • 8. Use visual aids

  • 9. Set a time limit

  • 10. Pay attention to your tone of voice and body language

  • 11. Delegate meeting responsibilities

 

 

1. Choose the right software

 

There are many options available when it comes to virtual conferencing software: Teams, Meet, Zoom, and Skype are some of the biggest ones. Each offers a variety of functionalities and it isn’t rare for a person to use multiple types of software as each fulfills a different purpose. 

 

 

2. Make sure your internet connection is stable

 

A stable internet connection is a must for conducting a good video conference. It’s crucial that your internet is speedy to ensure the smooth running of a call. An unstable internet connection can make you seem unprofessional and it will cause a disruption in the message you’re trying to convey.

 

 

3. Be aware of time zones

 

If time zones are an issue for your video conference, make sure to pick a time for the meeting that works for all participants. Discuss schedules and time zones beforehand, and agree on a time that’s convenient for all participants. 

 

 

4. Prepare your topic before the meeting

 

Meetings go better when there’s a clear set of points to bring up or an outline for discussion, even if it’s not a formal meeting. Make sure you know your topic thoroughly and be sure to give others time to talk, especially if you’re the leader of the discussion or the one presenting.

 

 

5. Keep track of time

 

It’s important to keep an eye on the time. Meetings may span over a short or long amount of time. Therefore it is essential that you make sure you allocate the right amount of time to each topic of the call so all can be discussed. 

 

 

6. Be aware of who speaks when

 

Take turns speaking during the active discussion, and be careful not to talk over each other. If there are many people taking part in the group meeting, you have the possibility to set up a round-the-table system where everyone knows in advance when they can contribute.

 

 

7. Dress appropriately

 

Even if you’re meeting over a video call, it’s still important to dress for a video conference as it will ensure you come across as a professional. It is important to not underestimate the effect your appearance can have on your demeanour and tone.

 

 

8. Use visual aids

 

Using different types of media to communicate your points helps immensely in making the video conference more engaging and the session more effective. Work to capture and retain the attention of the participants throughout the entirety of the meeting, especially if you’re spending most of the meeting time on a presentation. You can make use of graphs, photos, videos, slides, and whatever might apply to your particular presentation.

 

 

9. Set a time limit

 

It’s important to set a time limit for yourself and your coworkers so that you don’t go overboard. It can be easy to get carried away or caught up in the details. Make sure you focus on what’s important and cover all the main points without taking up more time than is needed.

 

 

10. Pay attention to your tone of voice and body language

 

Make your presentation as engaging and interesting as you can. It’s even more important to consider this when the meeting is taking place online. Don’t be monotone, use your hands, make eye contact, and make sure to smile so that the presentation doesn’t feel too mechanical.

 

 

11. Delegate meeting responsibilities

 

Decide with your team ahead of time who will take care of the technical aspects, who will animate or mediate the discussion, who will project their screen if applicable, etc. This will help make the meeting go as smoothly as possible, without wasting time on unexpected problems that are easily preventable with a bit of planning and organisation.

Are you an accountant?

List your firm on the leading platform for accountants and auditors