Every business wants to portray themselves as professionally as possible. One of the best ways to showcase professionalism and show clients you care is by communicating with them throughout the whole work process while allowing them to enjoy the convenience they look for.
This is why video conferences are so popular, as they allow a company to get in touch with their clients without having to waste time and money traveling back and forth between offices.
To create the best video conference experience for both you and your clients, here are four tips that you should keep in mind:
1. Check for compatibility
The first thing you should do is check the compatibility of your equipment and the conference software you’re using. You don’t want to put off testing the system until just before the conference, as it may not allow enough time to resolve any issues or come up with any proper alternative solutions. As soon as you know a video conference is approaching, schedule some time to check your system to ensure everything is operating correctly. You want the conference to go as smoothly as possible and these are the elements which will have a significant effect on the quality of the conference. Therefore, make sure you get these things done and out of the way as soon as possible.
2. Inform the other party or parties of preparations they may need to make prior to the video conference
Some online conferencing solutions may require parties to download software for the video conference. It is important to inform all parties of any of these requirements to avoid any delays in starting the video conference on time. Make sure to send clear instructions with links, and phone numbers for accessing the conference.
3. Make it convenient for everyone
You want to make sure everyone is on board with the conference setting as this will impact the overall quality of communication. For example, if you’re in Los Angeles and you’re trying to schedule a meeting with your client in Germany, you have to factor in the 8-hour time difference. The ideal time would be around 5 p.m. in Germany, as that would be around 9 a.m. in LA. This is during the work hours of both countries. Additionally, you need to make sure your conference platform is one all parties can comfortably use. Having a professionally installed video/teleconferencing system is always preferred to assure the most reliable conferences.
4. Get straight to the point
You don’t want to waste any time during the conference call, as that will impact the professionalism of your team and company. As soon as the call starts, you want to greet the other parties with respect and then get on to the topic right away. The reason conference calls are used is they are the most convenient communication option requiring the least amount of time to set up and execute.
These are just some basic tips on how to make the most out of every video conference. You need to determine what works for your company, your workflow, and your company culture so you can adapt it to your business to create the best user experience. If you’re looking for professional video or audio conferencing equipment to improve your conference call experiences, AEI has it all. Get in touch with us today and see how we can help!