Best Tips and Apps for Effective Video Conferencing

Video conferencing is an incredibly useful solution for companies as it improves communication between teams and facilitates collaboration in projects. The convenience that video conference provides allows you to close deals with customers, organize tasks, prepare presentations and reduce costs, making your business more profitable. To take advantage of all the benefits that video conferencing can offer, it is important to keep in mind certain things that will help you to use it more efficiently. Here you’ll find some tips that will help you to get more out of your video conferences, as well as some of the best apps that will transform your iPad into an effective tool for your video conferences.

How to make your video conferences more effective

The first thing that will ensure that you are taking full advantage of the benefits of video conferencing is choosing the right platform. The quality and productivity of a call can be affected by a bad software so it is important to use a reliable option. Look for software that is known for its solid performance and that is trusted by other companies and organizations. Reading reviews and testimonials from users that have tested the platform that you are considering for your business, will allow you to understand the pros and cons of the service in question. Getting in touch with the company that offers the video conferencing service will help you to discover what solutions are available. These days, many people would need to connect to a video call using their mobile device so it is important to make sure that that the company supports this or any other options that suit your needs.

Organization and Punctuality

Being late for a meeting is always a major issue and it can be specially irritating when it comes to a web conference in which you are the leading presenter. It is important to be prepared and to make sure that the video conferencing system and the people involved in the meeting are ready on time. Good coordination is essential to guarantee an efficient video call. If the web conferencing is taking place with people within your business, it is important to ensure that everyone is connected before the call starts. This will allow you to run the call effectively as all the participants will be ready on time to begin the connection.

Coordinating attendance to a web conference can be a challenge when the participants are not in the same location, but you can set up an automated email to remind people about the meeting. This can be send out the day before the call and a few minutes before it. In some cases, you will be able to send reminders directly to participant’s mobile devices, which could be even more effective. If you have been invited to join a call, make sure that you confirm your attendance.

It is also important to include in the email an agenda or a summary of the points to be discussed to make sure that everyone is aware of what the call intends to cover. This will make the call more effective as all the participants will be prepared to get to the point of the call as soon as it starts. If you are organizing a call with a different area of your business, with another company or with clients, all the participants within your team have to be prepared to go through the presentations assigned and to bring up the subjects that need to be discussed. A good idea would be to set up a meeting with everyone on your end before the video call takes place. This will allow your team to be clear about their role during the call, making sure that it runs smoothly.

Getting to the Point

During a meeting, participants may engage in discussions that are not related to the purpose of the meeting. This is more likely to happen at the start of the meeting when people are greeting each other and trying to start the conversation in a polite way. The tendency to divert the meeting from business discussions is more associated to meetings in person, but it can also affect video conferences. While light conversation is not necessarily bad for the outcome of a meeting, you need to ensure that participants are not distracted from the main points of discussion. As soon as the video conference starts it is important to set the tone and to go straight to the point. This will help to reduce the number of meetings that need to be organized to discuss the same subject in the future as you will have more chances to cover everything in one go. Ensuring that everyone gets down to business during the video conference will allow you to close the call faster and will get everyone back to work as soon as possible. Meetings won’t feel as a waste of time and your team and clients will feel that the call truly achieved its purpose.

Apps for Video Conferencing

Citrix GoToMeeting
GoMeeting offers a complete solution to share slide presentations, spreadsheets or reports and thanks to Apple’s continuity you can start a meeting on your iDevice and transfer it to your Mac in case you need to move between places during the meeting. Having a GoToMeeting account enables you to use this app to manage your meetings’ notes, schedules and more. Its user-friendly interface and strong support for video conferencing systems makes it an ideal option to make your video calls more efficient.

Cisco WebEx Meetings
This popular app for video conferencing ensures that you can stay connected to important meetings regardless of where you are. The free app complements all the range of WebEx services for video conferencing including WebEx Meeting Center and WebEx Even Center. It features high quality, full screen multi-point video, file attachments/sharing and voice-activated video switching. It is compatible with iPad, iPhone and Apple Watch.

Adobe Connect Mobile
Adobe Connect users can benefit from the official app that is compatible with iPad and iPhone. The app allows you to share documents, display presentations, organize meetings and it gives you admin controls to manage permissions and access to the meeting. While it is not specifically designed as a video conferencing solution, if you have an Adobe Connect account, this free app will allow you to launch and manage meetings and to share video easily.

Fuze Meeting
FuzeBox Software Corporation brings a practical solution for mobile video conferencing. It is designed to help you to host and manage online/mobile meetings on iPad with superb file sharing capabilities. Without requiring an account, you can enjoy interactive meetings with up to 3 participants and it supports 3 HD Video Feeds, unlimited VOiP calling and it also offers 1 GB of Cloud storage without any cost. It is available for free.

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