Best video-conferencing practices

Ever since the pandemic started, most of the meetings, events, or conferences moved to a fully online mode. People had to learn how to navigate, communicate, and have productive meetings, all in video-conferencing platforms.

Two years later, video-conferencing is still around. And we can say this much – it’s here to stay. And even though we had two years of practice, video-conferencing platforms can still seem confusing or limiting to event organizers and participants alike.

You might ask – is there a way to have a worry-free and productive virtual conference experience? Definitely! Stick with us as we give you a list of the six best video-conferencing practices for a successful virtual event.

Become familiar with the video-conferencing platform

Did you know that some of the common event mistakes can happen just because you’re unfamiliar with the video-conferencing platform? This can cause major inconveniences, especially if the event involves remote simultaneous interpretation. Let us give you an example as to why it matters.

A few minutes before the event, an interpreter gets ready to join the event to interpret via an RSI platform. They click on a link and get directed to the page to join the event. However, the interpreter can’t find the right button. Organizers begin to worry because if the interpreter is late, the audience members won’t be able to understand the speaker. 

Did we get your heartbeat going faster? We agree – such scenarios are indeed stressful. That’s why it’s important to become familiar with the video-conferencing platform beforehand and make sure that the interpreters and participants receive instructions on how to join the remote event. And don’t forget to inform them of alternate methods to join the video-conference. 

While our example is only one of a few, you can avoid most issues by choosing video-conferencing platforms that have a user-friendly interface. For example, we have been developing Interactio with your feedback at heart. We make sure that critical points of your event experience, such as joining the meeting, using the platform, and solving technical issues, are made simple.
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Plan and set an agenda for your meeting

Every good video-conference begins with careful planning. And we’re not talking about just knowing what the meeting is about. So, how do you plan a successful meeting? 

Begin by asking yourself questions, such as what video-conferencing platform will you use? How many attendees will your event have? You can check out our full preparation list for a seamless event experience, so you don’t miss anything important. 

Now that you have your event planned, it’s important to set an agenda for your remote meeting. This can be a great practice to reduce unnecessary stress and interruptions from pausing to think about what to say or do next. 

After you set your meeting agenda, send it to the attendees. This can help to keep them more focused and avoid unnecessary multitasking. Then, you can just focus on what matters the most – productivity and seamless communication.

Engage your audience

Continuously looking at a computer screen for hours can be a difficult task. During a video-conference, participants can soon become disengaged or distracted from such a task. And let’s not forget the Zoom fatigue that prolonged video-conferencing can cause!

Now, you might be wondering how you can have effective communication if a computer is the only way to attend the conference? Glad you asked – we have a few suggestions for you! 

First, we recommend keeping your audience engaged in the virtual conference by implementing engagement drivers. You can include ice-breakers, such as guess who or failure presentations, to get your meeting going. If it’s a large-scale video-conference, don’t be afraid to include energizers, such as yoga. That sounds fun, right? Not only is it entertaining, but it can also increase the attention span and productivity of your attendees. 

Next, if your video-conference is more than a few hours long, we recommend implementing breaks in your agenda. Even if people can tune into an online event from the comfort of their homes, breaks are still crucial. To get the best participant engagement, researchers recommend having at least a ten-minute break every 90 minutes. 

Avoid sound distractions

Did you ever have anyone forget to turn off their mic during an online meeting? The odds are that you did, and it was a rather distracting experience. It shows that if not managed properly, sound can become your worst enemy during a video-conference. So, how do you keep it at bay?

Here’s the most important rule: make sure to always test your sound before you join any meeting. This way, you will avoid all the fuss of asking the attendees if they can hear you only to find out that they can’t. 

Also, if the meeting involves a team or several speakers, make sure that all of them use headphones. It’s especially important if you’re in a crowded place since headphones do a better job at filtering noise. 

Don’t forget to mute the attendants who aren’t speaking. Accidents happen, and someone might have their microphone on when an ambulance car passes by or when a phone starts to ring. It’s important to manage the sound because such incidents can cause acoustic shock, especially if there are interpreters at the conference. 

If managing sound seems like a difficult task, make sure to choose a platform that has dedicated consoles for moderating an event or a meeting, like Interactio. Then, you can have moderators join the Interactio event through a dedicated moderator console where they can prevent sound distractions and control the flow of your event.

Don’t forget meeting etiquette 

Even though online video-conferences do not have the same experience as face-to-face meetings, you should still treat them alike. The best way to do that is to follow the same etiquette rules. That’s right – no more pajama pants! 

Etiquette practices, such as dressing professionally, can be a real game-changer to your performance in a video-conference. According to Lands’ End Business, this etiquette practice can help you feel more motivated. 

And professional attire is just the beginning. Other etiquette rules can also improve the quality of your remote meeting. We recommend checking our list of etiquette rules for successful remote meetings for a truly successful experience.

Have an emergency plan

No matter how prepared you are, no video-conference is immune to pitfalls. Power outages, network interruptions, and system errors are only a few examples of things that can go wrong during a remote meeting. Does that sound like something you’ve experienced before? 

If that sounds familiar, you can probably agree that when things go wrong during a video-conference, it can take a while to fix the problem. Especially when the issue requires tech support. That’s why it’s essential to use a conferencing platform where the support team is always available in case of an emergency. 

For example, Interactio offers dedicated technical support that is always ready to guide you through any problems that you might run into. And did we mention that our support team can monitor your event either on-site or remotely? That’s right – if something goes wrong, we’re the first to know it! 
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In short

Best practices for video-conferencing can be especially useful to meeting coordinators and event organizers. This can ensure seamless, engaging, and productive meetings and online conferences. 

While some practices that help ensure excellent online meetings are as simple as dressing properly, others can become difficult to manage without the right meeting platform. With the right platform and practices, such as remote meetings etiquette, your event can have an incredible turnout.