With a little planning and preparation ahead of time, your video web conferences will be a huge success - each and every time. Here are 7 traits of a highly successful video web conference:
1) Choose the right video web conferencing service for your needs and budget.
Take your time in researching and choosing the best web conferencing provider. And make sure to take advantage of free trials if offered. This way you can take a live test drive before making your final decision.
2) Make it Interesting
The most important element to the success of your meeting is to make it interesting and informative. Guests will become annoyed if your material is boring or a waste of time. If possible, interview an expert or key decision maker to double or even triple your effectiveness. Make sure your material is fresh, current, and entertaining. Ask your guests questions to encourage input and brainstorming.
3) Choose a convenient time and date for your meeting
Host your video web conference at least twice during the week on Tuesday, Wednesday, or Thursday. This should accommodate most schedules. Mondays and Fridays should be avoided if possible because these are commonly taken as vacation days. Otherwise your attendance may be lower. Start your meeting, at 10:15 instead of 10:00 am. Most meetings end on the hour and this gives your guests downtime before attending another meeting. The best times are mid morning or afternoon, for example 10:15 am and 2:15 pm. You'll have a better chance of guests being available before or after lunch. Send a meeting agenda reminder and time at least one week ahead of time. Also, send a "see you there" reminder the day before. Choose an web conferencing provider that allows you to automatically invite your guests via email with an easy, "Clickable" link to your meeting.
4) Keep your meetings small and intimate
It's easier to answer questions from 10 to 25 guests to keep the meeting more interactive. Also, guests will be more comfortable about participating with fewer attendees watching. A successful video web conference is a back and forth way of communicating and sharing ideas - not a "set" webcast.
5) Have the Option to take questions Via Chat
During your meeting, some of your guests may be uncomfortable asking questions. Take questions via live chat and then allow time to read and answer any questions.
6) Stick to your Meeting Agenda
There's nothing more irritating than starting a meeting late or ending late. Respect your guests time and schedules by being punctual. Also, in case of technical difficulties, give a hard copy of your agenda to a co-worker or guest.
7) Practice makes perfect!
It's important to take a practice test run to get used to the video web conferencing system, especially if you're new to meeting online. This gives you the opportunity to catch any problems, if any. Recruit a couple guests to help you out by signing on and asking questions. Good luck in using all 7 of these traits to have a highly successful video web conference!
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