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Many businesses have relied on video teleconferencing for years, especially those who communicate with long-distance clients and colleagues. Also, anyone who’s managing remote teams or has a remote work policy in place most likely has experience with video conferencing.
With the arrival of the pandemic, almost all businesses have turned to this form of online communication. If you feel like you’ve been stumbling along on video calls, completely confused and overwhelmed by all the settings and options, don’t worry -- we’re here to help.
There’s a big difference between knowing how to video conference and tweaking the settings to make it an optimal experience. Why not aim for perfection?
Make sure to spend some time deciding which type of video conferencing is right for your business before moving forward. For example, you might decide on a hard codec system, which is pricey but requires no internet access.
We’re going to focus primarily on Zoom, which is a popular, easy-to-use, cloud-based video conferencing software. Keep in mind that some, but not all, of these practices can be applied to other cloud-based video conferencing programs, such as Skype.
Many people resort to using Zoom’s default features either because they’re too scared to mess with the settings or they simply don’t have time to experiment. And, honestly, using the default settings is enough to get the job done.
However, if you want to enhance your online conference calls, it’s important to tweak a few settings first.
You can enhance your video quality by selecting Enable HD, which is found under Video Settings. Image source: Author
Start by making these changes under the Video Settings tab:
You always want to present your best image when participating in a business video conference. Sometimes the video angle can make you look tired, bored, or out of focus. Let’s face it, nobody wants to do business with a zombie!
Select the “touch up my appearance” button to brighten your image, using the slider to maximize the effect. Image source: Author
Here are a few steps to improve your appearance in the virtual world:
Sound problems are one of the biggest complaints when it comes to video conferencing. These issues range from multiple participants talking at once, background noise such as screaming kids or barking dogs, or your neighbor mowing the lawn just as you’re hopping on a video call.
But with a few simple steps, you can drastically improve your video call’s sound quality.
Under the advanced screen share options, you can select music or computer sound only. Image source: Author
Here are some essential tips for improving your next Zoom call:
If you have an exceptionally high level of background noise, select the highest “suppress background noise,” which is found under Audio Settings. Image source: Author
Sharing the contents of your screen is super easy with Zoom. If you’re wanting to explore other video conferencing options, here’s a breakdown of what the popular screen sharing software can and cannot do.
When on a Zoom call, you can locate the Share Screen green button at the bottom of the screen. You will then be presented with a range of options, including all the documents currently open on your computer, a page or video on the internet, or a whiteboard to draw and write on.
If you’re interested in sharing music, see the above section on improving sound quality. If you want to share only a portion of the screen or content from a second camera, make sure to select the Advanced button at the top.
Otherwise, select the document or webpage you need to share, and you’re good to go.
Select All Participants if you want everyone to be able to share during the conference call. Image source: Author
If you’re wanting other participants to be able to screen share during the Zoom meeting, follow these steps:
Another feature of Zoom’s screen share is the “side-by-side mode.” You can select this under the Share Screen Settings. When activated, you’ll see a grey vertical bar between the shared document and the participant’s videos.
You can slide this bar left or right to make either the document or the participants’ videos bigger -- or the same size. Make sure to select Gallery View in order to see all participants or Speaker View if you only want to see the active speaker.
Enable “side-by-side” mode and use the grey vertical bar to adjust the size of the document and participants. Image source: Author
The benefit of using this mode is that you’re able to view the entire shared document without part of it hidden beneath the participants’ videos. Above is an example of how the “side-by-side mode” looks when viewing a shared document.
Online video calling used to be super basic, with everyone on the same screen fighting or hiding from center stage.
Now Zoom has the ability to divide your group into smaller groups with the breakout room feature. This is an excellent way to create a smaller, more intimate environment for larger conferences.
Be sure to enable breakout rooms before your conference call begins. Image source: Author
Here are the steps to enable breakout rooms before your next Zoom call:
The breakout rooms allow you to split your conference meeting into 50 separate sessions. You can message each group while they’re in their individual rooms and also manually or automatically bring people back into the main session.
Even with faster WiFi connections, you’re bound to run into technical issues during important Zoom sessions. And nothing’s worse than sounding or looking like a robot during a crucial video call.
Here are a few tips to maximize your WiFi connection:
Zoom is one of the best cloud-based video conferencing softwares out there. The company keeps adding more settings, enhancing the overall quality of your video calls. It’s an excellent choice for meeting your business’s online needs.
Take some time to tweak those key settings, thus improving your display quality and your personal appearance, and also helping to address those annoying sound and screen share issues.
Even though these tips add a bit of time to your video conferencing setup, it’s totally worth it. Not only will you have more options at your fingertips, but you’ll be able to educate your meeting participants on how to maximize their Zoom experience.
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