However, many managers fail to make the most of this technology and some virtual meetings become a waste of time for the participants. To avoid this, there are some basic rules to follow when using videoconference technology.

Rule 1 – Never interrupt a speaker.
This is rude in any meeting, but is more difficult to deal with on the videoconference, as voices ‘collide’ mid-stream and no-one gets heard.

Rule 2 – Don’t Fidget
Shifting or moving about in your chair can be extremely distracting for those watching the videoconference. Even if you tap a pen or shuffle your feet underneath the line of sight of the camera, the noise you make will be picked up by the microphone and will cause a distracting background noise.

When you are speaking keep reasonably still and try to refrain from using too many hand gestures as these can be distracting. The video will emphasise and exaggerate jerky movements, so use slower and smaller movements than you would in a face-to-face meeting.

Rule 3 – Avoid Slang and Cultural Commentaries
When you are speaking, ensure that the language you use can be understood by all participants in the videoconference meeting. You need to avoid the use of slang terms, which are likely to be misunderstood by participants from other cultures or countries.

Rule 4 – Smile and Watch the Camera
Watch your body language and facial expressions, even when you are not the one speaking. People can still see you and may be watching for reactions to what is being said.  If you can have your image on screen, next to the other participants, use this facility.

Sit with your face towards the camera, face-on, rather than at an angle. Preferably, use full or wide angle shots rather than close ups, as this allows more body language to be picked up by the other participants and can make your speeches clearer.

Smile and maintain eye contact with the camera. Use the monitor to view others and the camera as a tool to make eye contact with.

Rule 5 – Watch the Lag
Keep in mind there is often a time lag between the spoken word and when you hear it. Allow reasonable gaps to compensate for this in between sentences, or sections of your speech, so that the other participants have a chance to ask questions to clarify if they need to. Technology is improving every year and this is becoming less of an issue.

Rule 6 – Watch Your Wardrobe
Avoid wearing stripes, designs, plaids or patterns, if you can, as these can be distorted by the video and can appear to ‘bleed’ and move, causing distractions for other participants. Plain, solid colours are best to wear. Where possible, avoid wearing white as it distorts the camera’s idea of lighting required and will make your face appear very dark. Red also ‘bleeds’ on the video image and should be avoided.

Rule 7 – Do Not Appear Aggressive
It is often difficult to tell how other people will see you on a video conference. One of the common errors people make is to lean into the camera towards the listeners. Unfortunately, this is seen as aggressive body language on the other side of the video conference. Stay two to three metres away from the camera and try to show an attentive, but relaxed face towards the camera.

Rule 8 – Do Not Have Side Conversations
As soon as you speak, the voice activated microphones will switch on, and the camera will refocus onto you. Having a side conversation with people in your office is rude and should always be avoided during a videoconference. If you can, shut the door of the office, so that you will not be distracted and will be attentive to the virtual meeting you are attending.

Rule 9 – Follow The Agenda
Every meeting, whether face to face or virtual, should follow the agenda. Keep the meeting on track to ensure it is productive.

Rule 10 – Take Notes On Actions
Minutes of the meeting should be produced and circulated, via email, to all participants. However, you should personally take notes on any actions you have agreed to complete, so that you can start this process immediately when the videoconference is ended.

Following these ten rules will help to ensure your videoconference and virtual meeting is as productive as one that is face to face. Save your company money in transport by organising productive videoconferences.

By Hayley Hunkin

As telecommuting positions and those that require extensive travel are becoming more common, conference calling technology provides an inexpensive and convenient means of facilitating voice-based communication with co-workers and clients. Additionally, as multinational corporations expand their operations on a world wide basis, conference calling technology can be an excellent tool for facilitating communication among team members and clients who may be on opposite ends of the globe.

Many companies are finding it beneficial to subscribe to an on-demand conference calling service, often referred to as a reservationless system. This type of system is particularly beneficial for organizations that have employees based in a wide variety of time zones and/or those who travel frequently. The primary benefit of a reservationless system is that subscribers have 24 hours per day, 7 days per week access to conference calling technology.

With a reservationless conference calling system, a unique teleconferencing line is assigned specifically to each subscriber. Anyone who has the dial in number, the access code, and a telephone can participate in a conference call any time, from any location. With a reservationless system, the calls are not operator attended, so no advance notice is required. Everyone benefits from easy access to communication technology when expedient solutions can be reached with the assistance of a reservationless conference calling system.

For example, imagine that one of one of your employees is attending a conference in Japan. A client in South Carolina is ready to sign a contract, but has to facilitate a discussion between his company’s legal advisors in New York and California and your employee who is in Japan. The easiest solution to this communication dilemma is to have all the parties involved dial in to a conference call line at the same time. Reservationless conference calling can provide a simple solution to what once would have been a lengthy and expensive process.

There are many different options for conference calling technology, and many different service providers. When your company needs spur-of-the-moment, around the clock access to conference calling technology, a reservationless system is definitely the best option to consider. Many providers offer free trial conference calls to prospective customers. It can be very beneficial to experience firsthand the quality of a provider’s conference calling technology and service prior to entering into long-term commitment with a particular provider.

With reservationless conference calling, the primary differences among providers will be in terms of pricing and the available features. Make sure you know the complete cost associated with all aspects of your plan. If a company tells you that having your calls recorded is free, make sure to found out if there is a charge for obtaining copies of the recordings.

When searching for a conference calling provider, take the time to research available features, and think about which features you are likely to utilize. If you need to record your conference calls, you should search for a service that provides affordable options for recording services. If you need to have transcripts generated from your conference calls, seek out one of the many conference calling service providers that also offers transcription services.

On demand conference calling is an excellent solution for companies who need to conduct real time meetings, training sessions, sales presentations, or any other types of communication events with groups of people in multiple locations. The time and money saved as a result of the reduced need for travel can result in higher bottom line profitability and greater employee job satisfaction. Reservationless conference calling is truly an example of how technology can make your work process function more efficiently. By Mary White

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