About Videoconferencing
Advice from Speechi
How to set up
a productive
videoconference?
Definition
What is videoconferencing?
Videoconferencing is a digital means of remote communication that combines sound and image. Often used for team meetings, videoconferencing enables group conversations and data sharing. To be able to communicate and carry out a productive videoconference, you need hardware, such as an interactive display, and software. These tools, which enhance the user experience, are essential to fostering sustainable collaborative working within your organization. Videoconferencing also enhances flexibility and efficiency, both of which are key to the digitalization of the workplace.
Benefits
Implementing videoconferencing within your company
offers a number of advantages
Saves
time
No need to travel, meetings and appointments with clients can be held remotely and live.
Productivity
gains
Meetings take place in real time, so information is not lost and communication is facilitated.
Financial
gain
An affordable and sustainable investment thanks to multiple solutions.
Increased
interaction
Dynamic tools make it easy to interact, encourage exchanges and share ideas.
Preparing videoconferencing tools
Face-to-face
Interactive
displays
An interactive display is much quicker to start up than a video projector or a IWB. You only need to tap twice on the screen to start it up. Nevertheless, we advise you to test it beforehand to avoid starting your meetings late.
The
camera
No need to install any startup software, just plug play your camera with a USB cable.
We recommend testing the camera setup beforehand, to check camera angles and framing.
Microphone
audio system
Testing sound, especially in a large room with several participants, is essential. You can use videoconferencing software to test the sound before the videoconference, since sound pick-up is just as important as volume.
Video conferencing software
Choosing videoconferencing software is only the first step. Make sure you install it before your meetings, and test all its features, so as not to be surprised by the request for a license number, or by any limitations between free and paid versions.
Teleworking
Testing
tools
Laptops can sometimes be tricky to figure out, so make sure to ask your company’s IT manager for a little technical help if need be.
Framing
lighting
Make sure your webcam is set at eye level, and that the lighting is appropriate so that you can be seen as if you were in the same room.
Headset
microphone
You don’t want to arrive on the big day and not be able to communicate with others. We therefore advise you to test your audio equipment thoroughly, using videoconferencing software.
Internet
connection
It may seem obvious, but depending on the videoconferencing software chosen by the manager, the Internet connection may be insufficient, so be sure to test it beforehand.
Preparing teams for videoconferencing
What to expect from a manager
Define the duration of the
videoconference meeting
It’s important to set a start and end time for videoconferences so that employees can better organize their day. Usually, the manager is the one who knows their teams best, and therefore how they work in meetings.
Preparing the
videoconference meeting
So that employees can plan ahead, send out an invitation a few days before the videoconference, with the connection link and all the necessary information (agenda) for the meeting to run smoothly.
What to expect from employees
A good
general attitude
Be careful not to miss important information during meetings due to a lack of concentration or a momentary distraction. What’s more, even if you’re working from home, make sure you respect a dress code that matches the company’s style.
A proper
place to work
Create a quiet, comfortable workspace. If you’re having trouble getting the layout right, don’t hesitate to talk to your human resources manager. It’s your employer’s job to support you.
Respecting
connection schedules
As with a face-to-face meeting, it’s important to be punctual for a videoconference. No one likes to wait for latecomers. Set a reminder a few minutes beforehand so you don’t lose any time.
Video conferencing
Tips and examples of applications
Which interactive display best suits your videocon- ferencing needs?
Find the interactive display that best suits your dynamic videoconferencing needs.
Wireless cameras and microphones for videocon- ferencing
To make your remote meetings run more smoothly, opt for a videoconferencing system.
Software for videoconferencing collaboration
Optimise team communication by using collaborative software to support videoconferencing.
A huddle room to improve collaborative work
For spontaneous meetings or brainstorming sessions, use the huddle rooms for better collaboration.
Advice from Speechi: a productive videoconference
Read all our advice on how to make videoconferencing work for your business
Case studies: videoconferencing on interactive display
Find out how interactive displays improve remote collaboration for our customers.
Ifop Survey:
a survey on videoconferencing
Find out the results of Ifop’s survey on videoconferencing among company executives.
Find out more
