5 Simple Ways to Host Better Video Meetings

As an audio/visual integrator, IDS understands video meetings better than most. In today’s fast-paced and interconnected world, video meetings have become an indispensable tool for businesses, educators, and individuals alike. Whether you’re collaborating with remote team members, conducting client meetings, or teaching a class online, the quality of your video meetings can significantly impact the outcome. To help you make the most of your virtual interactions, we’ve compiled five simple yet highly effective ways to host better video meetings.

1. Prepare and Set the Stage

Preparation is the cornerstone of a successful video meeting. Start by scheduling your meeting well in advance, sharing the agenda, and ensuring participants have the necessary information and materials beforehand. Test your equipment, including your camera, microphone, and speakers, to avoid last-minute technical glitches.

Consider your surroundings as well. Position your camera at eye level to create a more natural and engaging visual connection with attendees. By setting the stage in this manner, you’ll convey professionalism and respect for your participants’ time.

2. Invest in Quality Equipment

Investing in high-quality video conferencing equipment can significantly enhance the overall meeting experience. This is the IDS specialty. We maintain relationships with both hardware and software vendors, and can help to create a custom solution that fits the needs of your organization. We are not limited by our own product line, which means that we are free to create the best solution for you.

Our team can design, implement, and support video meeting technology. Including video conference rooms with advanced features such as screen sharing, recording, and chat functionality. These tools can facilitate smoother communication and collaboration during your meetings.

3. Maintain Engagement

Keeping participants engaged during video meetings can be challenging, especially for longer sessions. To combat “Zoom fatigue” and maintain focus, make an effort to:

• Encourage participation: Ask open-ended questions, use polls, or assign roles (such as a timekeeper or note-taker) to keep attendees engaged.
• Use visuals: Incorporate slides, diagrams, or videos to break up monotonous talking-head views and reinforce key points.
• Keep it concise: Respect everyone’s time by sticking to the agenda and avoiding unnecessary tangents.
• Start on time and end on time. Sometimes the simple things make the biggest difference.

4. Practice Effective Communication

Effective communication is the cornerstone of any successful meeting, whether in-person or virtual. In video meetings, non-verbal cues can be challenging to read, so it’s essential to be explicit and clear in your communication. Here are some tips:

• Use clear and concise language.
• Encourage active listening and acknowledge participants’ contributions.
• Avoid talking over others; use the “raise hand” or chat feature to manage discussions.
• Be mindful of your tone and body language, as these elements are amplified in a virtual setting.

5. Follow Up and Gather Feedback

The final step to hosting better video meetings is to follow up and gather feedback. Send out meeting notes, action items, and any relevant materials promptly after the meeting. This reinforces accountability and ensures that participants have a clear understanding of what was discussed.

Additionally, solicit feedback from attendees to continually improve your video meetings. Ask for their input on meeting structure, content, and format. Their insights can help you refine your approach and make future meetings even more effective.

If you are ready to either install or upgrade your video conferencing solution, schedule  discovery call with IDS by visiting the Contact Us page today.