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The 5 Biggest Do’s & Don’ts When Using Conference Room Technology

April 24, 2015
The 5 Biggest Do’s & Don’ts When Using Conference Room Technology

Cloud Based Conference Room Technology

Simply put, the cloud is an external, Internet-based system/service that provides your business with essential services like data backup, numerous software systems and communication options. Because of the nature of cloud computing, it allows smaller businesses and organizations access to otherwise inaccessible products and services, such as videoconferencing technology. The cost alone of setting up, managing and using a new videoconferencing system is simply too great for many businesses, while accessing a cloud based videoconferencing tool is not.

One of the best examples of cloud-based videoconferencing technology is the Lifesize® Cloud available through Montreal office supplies provider, Crites & Riddell. This technology provides great benefits like the ability to share your desktop remotely, accounts for up to 50 users, H-D video, access for 25 connections per call, compatibility with all mobile devices, laptops and tablets; plus the fact that it is operational across every platform (Mac, PC etc.). You can even access this conference room technology right now with a free trial and see if it is the right fit for your business.

But before you jump into your first videoconference call, read our tips to avoid some of the most common videoconferencing mistakes. If you want to look like a pro, here’s how:

Do check your Internet connection. This cannot be overstated! Make double sure that you have reliable high-speed Internet that will facilitate videoconferencing. The fastest way to failure is experiencing lags and delays, or being unable to communicate at all. If you’re dealing with professionals, poor connections will make you look like an amateur and likely cause your image serious damage.

Don’t be a narcissist. We know it can be difficult, but be sure to look directly into the camera, not at the image of yourself onscreen (if your system displays this)! It’s harder than you think and we naturally tend to look where the action is, so if your computer screen is a distraction to you, use an external camera and lower your screen altogether. Undivided attention is key to videoconferencing success.

Do check your attire and setting. This is another big signal to professionals. Make sure the setting is clean and professional and that you dress accordingly. If you’re videoconferencing from home, choose a location without distractions and clutter. Be sure to dress professionally, the same as if you were heading into the office for a meeting.

Don’t do behind-the-scenes-conversations on mute. Essentially talking behind their backs…while it may be necessary to quickly bat an idea around while on mute, use your discretion and time to only discuss elements that are absolutely required during the call. It’s better to say you need to discuss things with your team and schedule a secondary call than to be MIA during the present call. People, especially good listeners, can pick up on this quickly.

Do plan your conference. Have an outline drawn up with key points you want to cover or accomplish. Don’t go in and just wing it, unless it is a brainstorming session with you closest co-workers. Even then, having a loose framework for your session will do wonders for productivity and achieving succinct results and ideas.

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