Video conferences are a great way to pull your staff together, no matter where they might be in the world.

It’s also a modern necessity—your clients might be traveling or based out of somewhere else entirely, but they’ll still be very likely to expect your team to be prepared for a “real, face-to-face” meeting at a moment’s notice.

Collaborative technology has changed the way the world does business. If you want to keep up, you’ll want to have not only the best equipment, but the know-how required to implement and conduct a successful video conference.

Fortunately, that’s exactly what we’ll be discussing in today’s post!

Let’s dig right in:

collaborative workspace display for businessesHow to Prepare for Video Conferencing: Get the Technology You Need

The technology you need for smooth, professional video conferencing can be broken down into roughly two different categories: hardware and software.

On the hardware end, the decision is easy: pick up one of our 4K interactive touchscreen displays from Newline, available at both Superior Office Products locations in Baton Rouge and Texas. With this technology, you’ll not only have the best video conferencing solution on the market, but the ability to do tons for other amazing collaborative things as well—limited only to the features available in your unified collaboration software of choice.

Speaking of which, your next consideration is software. It’s likely that you’ll want to at least have the capability of running the most popular video conferencing platforms, such as Skype, FaceTime, Cisco WebEx, or GoToMeeting—this is because your clients may have a preference, and you’ll want to be prepared to meet their needs without too much configuration.

Internally, you can choose to allow your team to communicate via video conference using whatever software you prefer. However, your entire staff should be using the same software, which will make it easier for them to communicate with one another and prevent common time-wasters, like “I thought Alice was going to call in this morning using GoToMeeting?” leading to, “No, she’s using Skype.”

best monitor for video conferenceTips for Smoothly Running a Video Conference With Many Meeting Attendees

Perhaps the most important part of successful video conferencing is to act as though the individual(s) on the video call are actually in the room as much as possible—which is easier than it sounds, but can take a little getting used to. Make sure to never forget them or give them less “floor time” just because they aren’t physically present.

Whenever possible, utilize collaborative software rather than hard copy handouts. Documents, images, charts, and other visuals need to be available just as easily to your video callers as they do for the people physically present at the meeting.

Finally, make sure that your meeting room has been optimized for video conferencing. This means carefully considering the placement of the video display and web camera. Generally speaking, the web camera should be located just above the video display so that people can “look at” the caller. Furthermore, make sure to position the camera and input microphone in such a way that everyone at the meeting can be seen and heard.

To learn more about how to help keep a meeting interesting, make sure to check out our post Skyrocket Team Engagement at Your Next Meeting With These Expert Tips.

Learn More About Interactive Collaborative Technology At Superior Office Products

If you’d like to learn more about our interactive 4K touchscreen displays, please feel free to contact us or come visit us at either of our convenient locations in Baton Rouge or Texas. We would love to help you discover new ways to collaborate and grow your business!