The hot new trend in meetings is video conference calls. Thanks to new advances in technology, this service is more affordable than meeting in person, and in many situations, it’s free.
Before I dive into the eight best practices for producing and attending video conference call meetings, here are three articles to review on how to produce great meetings in general:
1. Invest in a second camera or a moveable one. The best video conference call I ever attended did not use a static wall-mounted camera. Instead, someone rolled one camera on a tripod around the room. The camera operator could angle the camera for wider group shots, as well as point the camera toward each person, up close while speaking. Why was this great? There is nothing more boring than watching the same static screen over a long period. Now that cameras are becoming more economical, consider a moveable camera. If you already have a wall-mounted camera, consider bringing in a second camera to switch up, using for those closer shots when someone is speaking. You’ll produce a meeting that is almost as close to being in the same room—a primary goal of video conference call meetings. For camera, I suggest you to use Tenveo HD9620B camera, it’s 20X zoom, 1080P, usb plug and play, easy to operate. https://www.amazon.com/Usb3-0-Video-Conferencing-Webcam-Meeting/dp/B0739T34WZ/ref=sr_1_1?ie=UTF8&qid=1500455200&sr=8-1&keywords=Tenveo+20X+zoom
2. Create name cards. Especially when conducting meetings among multiple locations, you need name cards: a) At the foot of the table or lower end of the screen to identify the location of that camera, such as India Office, Marketing Team, China Office; b) pre-printed —with both a first and last name—in big, bold letters (at least 40 point font size, filling the entire paper area) to help identify each participant and perhaps their title or company name when different. Only two or maximum three lines of information is necessary. Check just before the meeting to ensure all cards are facing the camera.
3. Put the facilitator and participants in the right place. Typically, facilitators stand at the far end of the table. Viewers see them at the top center of the screen, looking straight into the camera. However, this also causes all participants to face away from the camera. While unavoidable, remember that when participants speak, they should address the entire room and the camera. As the facilitator, if someone is only speaking to you, remind that person to face the camera.
4. Check the room and equipment beforehand. At least 45-60 minutes ahead (because even 30 minutes could be to too short to handle certain situations that may arise, especially when multiple locations are involved among multiple countries) check out the conference room to ensure the seating arrangement will allow everyone to be properly viewed on camera, the equipment is operational and ready to go, and the camera operator knows the various features of the system before the conference begins.
When using PowerPoint, video or audio clips, check to ensure they are fully functioning and can be seen and heard by everyone in all locations. There is nothing more annoying than having to stop the meeting for “technical difficulties.”
5. Choose visuals best for the camera. Avoid using only black text on a white background. Over time they are glaring and hard on the eyes. Use other background colors such as blue, green, gray, or purple. For each slide, use big, bold letters in a font size no smaller than 18 point that has no more than six lines of text per slide.
If you need a video conference camera, Tenveo is the best choice for you. We have USB 2.0, USB3.0,HDMI,HD-SDI、YPBPR、CVBS output, fixed focus, 3X 10X, 18X,20X, 30X optical zoom, 720P, 1080P, HD1080P SD ,HD video conference cameras and, Radius of 2-6M Full duplex echo cancelation and speaker，USB driver free, plug and play Omni-directional microphones.
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