Even before the events that have taken over the world this year, video conferencing had risen in popularity. This is understandable given the advantages that it provides. It makes meeting face to face much easier as there is no travel involved and therefore, 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, it’s important to get to know the videoconferencing platform you are using. Learn about the software’s functionality and make sure that you take a 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 who is using the 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 that 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, as well as checking overall connectivity in the area where you are hosting the videoconference. It’s also important to check that all cables and connections are in place the way they should be.
Issues with video or sound
Technical problems with video and sound can have a serious adverse effect on 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 in places, such as a headset or earbuds and a 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 videoconference.
Lack of device compatibility
People do not only attend videoconferences using a desktop or laptop. They make use of 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 need to ensure that the video conferencing platform you choose is simple to access on any device.
Check this compatibility before you begin to use the software. This includes checking the solution 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 of the functionality you need for your videoconference to succeed. For instance, if you need to share data between attendees, screen sharing is important. 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 areas are important when it comes to preventing technical problems and difficulties during a video conference. It also helps to have access to backup equipment on the day of the videoconference. This means that if you have an issue with equipment, such as a laptop or microphone, you can use the reserve you have in place and do not have to cancel the meeting. Also, make sure that you are not the only person who can use the software at your end or operate the equipment. You should always make sure that someone can stand-in for you if necessary.