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While video conferencing isn’t exactly new, you may find that it is being implemented on a much broader scale than in years past. As the price of gasoline continues to soar, there is a strong chance that more and more organizations and corporations will turn to video conferencing as a solution to meet with key personnel and reduce travel expenses.

Because there are so many tremendous time and money saving benefits attached to the implementation of video conferencing, it is well worth the effort to discover ways that video conferencing can be optimized for the best meetings and trainings possible.

First, it’s always a good idea to take the time to become familiar with your video conferencing equipment before you plan to set up an important meeting. Testing your equipment is particularly important if you have just implemented a video conferencing system or this is your first time to utilize the equipment. Go ahead and experiment with the camera presets in order to find out what is possible, what works and what doesn’t. You might want to consider holding a ‘mock’ meeting for this very purpose. While you don’t want to change camera positions so many times during the meeting that everyone gets whiplash just trying to keep up, altering the view a few times can keep the participants and the meeting stimulated.

For a successful video conferencing to take place, you need take care of a few tasks well in advance. One task is to ensure that a chairperson for the meeting as been selected as well as someone who can lead the meeting at each additional site.

Also keep in mind that a video conferencing meeting is not much different from an in-person meeting in many regards. Towards this end, it is important that you be sure to confirm the meeting date and time well in advance as well as the availability of the persons who have been requested to attend.

The day of the meeting, it is important to understand that you must set the stage before your video conferencing begins. Many organizations fail to observe this and as a result, the video quality of their conference is less than to be desired. Your first action should be to close any blinds or drapes that are in the windows of the room where the conference will be held. This will allow for better video quality.

Along the same line, there are a few other tasks that can help to improve the quality of the audio feed during your conference as well. First, consider how many microphones you will need. For a small meeting you may only need one mic, but if you are hosting a large meeting you may find that you need to add another. Ensure that all microphones are placed directly in front of the people who will be speaking during the majority of the meeting. Also, whenever possible; ensure that you have not placed in objects near or around the mics that could interfere with the sound quality.

Before you actually delve into the heart of your meeting, you need to handle a few housekeeping tasks. The first task would be to ensure that all participants on the other side or sides of the conference can hear you. Once this has been established, it is also quite important that all participants are introduced; just as you would do with any meeting.

Audio is an extremely important factor in video conferencing. If you have not participated in video conferencing meetings previously, you might not be aware of the fact that there could be a slight transmission delay. This means that it may take a small amount of time in order for the audio to be transmitted from one site to the next. In order to counter-act this, you need to be sure you pause for a brief moment in order for all information to be transmitted and allow for others to comment or answer any questions that may have been posed.