Preventing Technical Issue During a Video Conference

technical problems

Even before the events that took over the world this year, video conferencing had risen in popularity. This is understandable, given the advantages that it provides.

Technical Difficulties During a Web Conference

It makes meeting face-to-face much easier as there is no travel involved, so the investment of time is less. Costs are also less than traditional meetings, so making the change to video conferencing makes good financial sense.

However, for video conferencing to be as successful as it can be, it’s important to prevent technical problems and other issues. There are certain steps that you can take to make this happen.

Problems with users’ knowledge of the software and equipment

Lack of knowledge using video conferencing software can cause a lot of difficulties during meetings and webinars. For this reason, getting to know the videoconferencing platform you are using is important. Learn about the software’s functionality and ensure that you look at the FAQ section on the website so that all of your questions are answered.

If possible, it helps to have a dry run using the system. This helps you, and anyone else uses the webinar software, to get used to it and makes technical difficulties less likely.

Connectivity technical problems

If you have connectivity issues during a video conference, you can waste valuable time and look unprofessional. This is due to the disruption a poor Internet connection can cause, including screen freezes, poor audio, and screen sharing failures.

You can make connectivity problems less likely by checking that you have sufficient bandwidth and overall connectivity in the area where you are hosting the video conference. It’s also important to check that all cables and connections are in place as they should be.

Issues with video or sound

Technical problems with video and sound can seriously affect the quality of a video conference. So, it’s vital to take steps to alleviate these issues. For example, anyone taking part in the videoconference should have the right equipment, such as a headset, earbuds, and microphone.

It’s also a good idea to check performance statistics for the platform you are using. This helps you to optimize the quality of your video conference.

Lack of device compatibility

People do not only attend videoconferences using a desktop or laptop. They use many different types of devices, including smartphones and tablets. If you do not take account of this, you risk the chance that people will not attend. So, you must ensure that the video conferencing platform you choose is easy to access on any device.

Check this compatibility before you begin to use the software. This includes checking the solutions itself and any applications that are going to be used during the meeting, such as calendars or messaging apps. Checking all functionality means that people will not come across problems during the video conferencing that causes them to disengage.

The functionality of the solution

From a functionality point of view, the system you use must be completely up-to-date. This means that you need to check for software updates and any upgrades to functionality that may be applicable. Making sure that systems are completely up-to-date helps to eliminate bugs that may otherwise cause issues. It also helps to prevent potential security issues.

This is not the only aspect of functionality that you need to address. You also need to check that you have all the functionality you need for your video conference to succeed. For instance, screen sharing is important if you need to share data between attendees. Never take any functionality for granted, as you do not want to find that you do not have access to features that you need on the day.

These precautions are crucial for avoiding technical issues during a video conference. It’s helpful to have backup equipment available on the conference day. If there’s a problem with equipment like a laptop or microphone, you can switch to the backup and avoid canceling the meeting. Additionally, ensure you’re one of many capable of using the software or operating the equipment at your location. Always have someone ready to step in if needed.

Dan Daemon
Dan Daemon

An expert behind the simplified online meeting and webinar software platform, MyOwnConference. In today’s flexible work environment, Dan offers invaluable life hacks, in-depth reviews, and savvy tips for organizing, promoting, and excelling in virtual conferences and webinars.

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