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How to use video conferencing software

Video conferencing Software is a huge topic right now and every business is starting to realise the potential and benefits this brings. The Internet is running full steam and the technology now allows us great things. With the increase in bandwidth and connection speeds all across the world, and video technology moving up a gear, we can truly connect globally on a large scale. Choosing the right conference package and provider is vital to get the most out of your conference experience and to cut business costs.

First of all, here are a couple of pointers on choosing the correct conference software provider, and then how to use video conferencing software. Like any industry the choice is now becoming overwhelming and new providers are popping up all over the Internet. The huge potential online video conferencing brings means that there is money to be made here. The providers realise this and are now competing by adding tonnes of features and undercutting in price. However, not all providers give all the functions in one package and not all will expand with your company’s needs.

The first pointer to make sure you get the best value for your money is to find a conference software provider who charges you one set monthly fee per room. Many still charge you per attendee and as you can imagine, the costs can be fairly high depending on how many you invite. Paying one set price per room can be as low as $8.97 per month for a 50-seat room. This is the lowest price I have seen which is more than suitable. Paying per room also allows you to use that conference room as many times as you like during that month for only $8.97. Paying per attendee can be costly and at prices such as $15 per attendee, I think you can see the difference.

The second pointer is to make sure you choose a video conference provider that does not require you to download and install any software. You need to have one which gives you a room that is streamed from a server. The reason for this is that downloading software becomes messy. Not all are cross-compatible with different operating systems and it can be very embarrassing with attendees not being able to enter the conference. Online streaming rooms can be accessed anywhere in the world regardless of what computer or operating system the attendee is using.

Now you know what you need to look for in a conference provider, here is a brief rundown on how to run a successful conference to engage with your audience.

Always give plenty of notice for your conference to the attendees, also make sure you choose a suitable time or run the same conference twice in one day, morning and evening. This enables you to cover attendees from all over the globe.

Make sure you are using a high-quality webcam and mic. The best type so far has proven to be a headset, which reduces noise and interference.

Pre-plan your conference to last about an hour, maybe two hours at a push. You should also split your conference into segments, such as an opening, middle segments, and closing. An opening segment is where you introduce yourself, welcome others and invite them to say hello. Always keep it light at this point, maybe a mild joke to break the ice and a huge thanks for all attendees taking the time to be there.

Middle segments are the nuts and bolts of your conference. Everybody is comfortable and ready by now and this is where your conference begins. Pre-plan your conference to have different speakers, running the whole conference yourself will drag towards the end, keep people interested by swapping speakers, each with their slot of information. Again, introduce each speaker, they should also break the ice with a light joke.

The end segment is when you close the conference. Each speaker should be recognised at this point. An overview, with a focus on your goal in doing this conference to start with, is very important. You don’t want the attendees leaving the conference without your main objective on their minds.

Make use of all the conference tools and functions, most providers give you tools such as desktop sharing, file sharing, browser sharing, PowerPoint sharing, video sharing, full-way text chat, full-way video chat and more. Making use of these functions will help your conference run as smoothly and as close to that of an offline meeting.

Finally, learn how to talk while looking at the camera. This is very important to engage with your attendees. You won’t be able to do this for the whole conference as you will need to glance at the screen. However, try to teach yourself to run the conference with 80 per cent eye contact.

Using this guide will help you choose the right conference provider and ensure your conference is successful. You want your conference to be remembered and this is proven to be very effective.

I use and highly recommend GVO Conference Video Conferencing Software. Taking time when choosing a provider GVO Conference Video Conference Software is my recommendation.

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