Squaring Away the Technology of Your Videoconference Before It Starts
You’ve been planning this videoconference for a week. You haven’t left any stone unturned. Everyone has the information, you set up the time, and all the participants are where they should be. Time to begin. You click the link and…
Blue screen of death!…(or your operating system’s version of the BSOD)
Preventative Measures to Prevent Technical Difficulties
Nothing puts a wrench in a videoconference faster than a “technical issue.” In addition to wasting valuable time, a glitch or problem with your equipment could jeopardize audio and visual clarity, disrupt communication, and prevent a solid recording of the proceedings. This is why it is extremely important to take the time to prep and adjust your equipment—while looking for any obvious problems—before the conference even begins.
Necessary pre-planning work includes:
- Prepping your computer. If your computer has a tendency to overload, slow down, or become persnickety when handling multiple tasks, you may want to preemptively reboot before the start of your conference. It is also a good idea to close any unnecessary tabs or files to prevent further congestion. This will lessen the chance of your computer crashing and increase the resources available for doing the video conference.
- Prepping audio and visual equipment. Ensure that all of your equipment (cameras, microphones, speakers, etc.) are properly cleaned, situated, and working. When recording, it’s a good idea to tape a few minutes before the conference begins to ensure everything is working properly.
- Connecting early. In order to ensure that there are no connection problems (poor Wi-Fi, bad links, Internet bottlenecks, and the like), you should attempt to connect to the meeting 10 to 15 minutes early. In addition to being able to address any issues and keep other participants notified, connecting early will also provide you the chance to familiarize yourself with the tools available on the conferencing forum.
- Securing alternate forums and connections. Most web conferencing solutions allow for members to join via a computer or phone. This not only provides for convenience, but also creates a safety in case one medium becomes compromised. Make sure you have the information you need to connect both ways in case your preferred choice has a connection issue. Likewise, it is a good idea to have a backup plan for a lost connection. If your Wi-Fi tends to be finicky, see if there is an alternate signal that you can use in case of emergency. Remember, if people can’t understand what you are saying or can see only bits of you, you won’t be able to contribute.
- Hire a videoconferencing professional. The best thing you can do to prepare for a videoconference is to hire a professional. Rather than worrying about technical issues and how to fix them, a dedicated specialist can guarantee technological precision. If something goes wrong, he’ll be there to set it right so you don’t miss a beat.
For more information on how you can plan for a successful videoconference, feel free to browse our blog for educational articles. For personalized attention, contact us directly at (877) 837-0077 to see how we can help make your next conference a success.