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Video Conferencing - The beginner's guide.

If you’re looking to start using video conferencing in your business, the first step is to choose the right software for your needs. There are a number of different options available and each one offers its own pros and cons.
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Video conferencing is a great way to collaborate, share documents and get work done faster. But what if you’re new to the technology? Not sure where to start? This guide will answer all your questions and more. We’ll cover what you need for your video conferencing setup and tips for making the most of this amazing tool!

It's easier to have video conferencing now than ever before.

The good news is that video conferencing has never been easier to use. With a simple webcam, you can connect with people around the world or in your office. You can use it to communicate with clients, colleagues and partners; you can use it to train employees remotely; and you can even use it as part of an internal meeting-style collaboration tool.

Get the right software

If you’re looking to start using video conferencing in your business, the first step is to choose the right software for your needs. There are a number of different options available and each one offers its own pros and cons. Some common choices include Zoom, Google Meet, Teams (formerly Microsoft Teams), and Skype.

Learn how to use the software, especially if it’s new to you

Learning how to use the software is the most important step. This includes knowing how to set up a meeting and what kind of equipment you need to use, as well as having a clear understanding of how your video conferencing service works.

Because it’s not always easy for everyone in the office to be able to see each other at once, it’s also important that everyone knows exactly what they should be doing when they take part in a meeting: where their camera should go; whether or not there should be background music playing; if there are any special instructions on how loud someone needs speak so that everyone can hear them clearly; etc..

Choose your equipment

There are a few different types of equipment to choose from, and it's important to make sure you select the right tool for the job. A webcam is an essential component of most video conferencing setups, as it allows participants to see each other in real time. If you don't already have a webcam installed on your computer, there are plenty of affordable webcams available that can be purchased through manufacturers like Logitech. These devices often come with built-in microphones and sometimes have additional features such as pan/tilt control.

If you're worried about how your voice sounds online, then investing in a high quality microphone might be worthwhile for your setup. There are two major types of microphones: wired and wireless. Wired mics connect directly to computers via USB ports (or other connections), while wireless models connect wirelessly via Bluetooth instead of cables. The advantage here is obvious: no more tangled wires!

Set up your workspace

You'll want to make sure you have a quiet space and that it's free of distractions. You should also be sure that any technology you use has good connectivity and is properly set up, so there are no problems with the call. Finally, make sure that your headset fits comfortably, or else you might end up feeling awkward or distracted throughout the meeting.

You'll want to feel comfortable in your workspace as well—this means making sure that there isn't anything around which could distract you .

Setup your Internet connection

If you're using a wired connection, make sure you have the right cables. If you're not sure what kind of cable to use, check with your Internet Service Provider (ISP).

Next, test your Internet connection before the call. You can do this by using Speedtest and making sure that it doesn't drop below 1 Mbps during peak hours.

Use headphones

If you’re using video conferencing software, use headphones. Why? Because they help you hear better. They also block out background noise if you have them on in a loud space like an office or coffee shop.

If you’re using a microphone: use headphones so that your voice is only going through the headset and not being picked up by the speakers of your computer (or whatever else). This will help avoid feedback loops (when a sound comes into one channel, is amplified by the speaker and re-enters the same channel), which can cause weird noises.

Have a good background

There are three things you should do to make sure your background is as good as possible:

  • Don't have a busy background. This includes other people, pets, or anything else that will draw attention away from you.
  • Don't have a lot of people in the background. A crowded room can be distracting for the viewer and make it difficult for them to focus on what you're saying. If there's something interesting going on behind you, try sitting closer so they'll be able to see more detail in those scenes or move yourself further away from them if necessary.
  • Don't have a lot of clutter in the background. Clutter distracts viewers and makes it hard to focus on what is being said during video conferences so avoid having clutter around your camera at all costs--this includes things like dirty laundry/unused furniture/etcetera too!

Disable notifications

In addition to your computer and smartphone, it's also important to disable notifications on any other devices that you may use during a video call. This includes tablets, watches and any other smart device.

Prepare for the call

It’s important to prepare for a video call. Here are some tips on how to get ready:

  • Set up your room before the call. Your workspace should have enough lighting and be free of distractions. Make sure there isn’t anything in front of you that can block your view of the camera, like a computer monitor or decorative items on shelves behind you.
  • Turn off notifications from nearby devices (for example, if someone texts you while on a call).
  • Turn off your phone and put it in another room or bag so it doesn't distract you from focusing on the conversation at hand.
  • Have a plan for what type of content will be discussed during this video call—will it include sharing powerpoint slides? How long do we anticipate talking for? What questions need answering? Make sure everyone knows what topics are going to be covered so they can prepare themselves accordingly!

Be on time

Once you've gotten yourself set up, it's important to make sure that you're ready to start your call on time. If you are late, let the other people know why and how long it might take for you to arrive. If there is an unavoidable reason for being late (like an emergency), let them know that too.

When everyone is ready and prepared for their video call, it's time to get started!

Conclusion

If you’re ready to try video conferencing, we hope these tips will help you get started. You might be surprised by how easy it is, and how much of a difference it can make in your work life.