May 2011

Executive Offices GroupTen Tops Tips for Video Conferencing

Contents

• The Benefits of Video Conferencing• Four Technical Points to Remember• Six Pointers About Conduct• Video Conferencing With Executive

Offices Group

Ten Top Tips for Video Conferencing

The Benefits of Video Conferencing

• Video conferencing can be an equaliser, levelling the playing for small businesses competing with larger rivals

• This technology allows a business to operate globally without having to worry about the cost of flights or the time lost in international travel

• Internal operations also benefit from improved communications, with the opportunity for more regular discussions allowing better coordination between teams in multiple locationsPhoto by William Cho on Flickr

Ten Top Tips for Video Conferencing

Four Technical Points to Remember• Make sure you know how your equipment works,

so you can avoid embarrassing and time consuming errors. Familiarity with the features also allows you to use the equipment to its fullest potential

• Another way to ensure that your meeting goes smoothly is to test the equipment beforehand, or find someone to help with this if you don’t feel confident enough on your own

• Make sure that your video conferencing equipment is set up so that you can see the image from your own camera. This allows you to see how you look to other participants in the meeting

• There may be some delay in the transmission of the video image. Usually, there is very little you can do about this, so try to keep your movements small and quite slow to keep any problems to a minimum Picture by Daniele Pieroni on Flickr

Ten Top Tips for Video Conferencing

Six Pointers About Conduct

• Remember that dress code is the same as it would be for a face-to-face meeting

• Keeping the discussion on topic is important. Try and make clear, precise points, directed at specific individuals

• Stay focused, as it can be easy to get distracted by other work or tasks when calling in from your desk or from home

• Keep your environment free of noise and clutter, as these can distract you and the other participants in the meeting

• Make sure there is a good structure to the meeting. A good chairperson with a sound technical knowledge of the equipment is essential

• It can be easy to forget to look at the camera, and look at the person you are addressing on your monitor instead. To them, you will be looking off-screen

Photo by Jacob Bøtter on Flickr

Ten Top Tips for Video Conferencing

Video Conferencing With Executive Offices Group• Executive Offices Group offer City of London Serviced Offices,

London Meeting Rooms and London Virtual Offices, as well as some in other locations, including Cambridge and Leeds

• Video conferencing facilities are available at 16 of our locations, most which are located in central London

• We employ meeting coordinators at our locations, who will help you with preparation, testing and will provide on-site technical support. This can include support outside of ordinary working hours for international calls

• You will be provided with some of the best video conferencing services available, including full catering facilities, up-to-date equipment and high-speed broadband