Meetings Conducted Online is the New Normal and Here are Things You Need for a Smooth Experience: The Video Conferencing Checklist for 2020

While you cannot sit face to face with people due to the barriers of location, social distancing and unavailability at the same place at the same time, you can still conduct a meeting. Video conferencing brings people closer, for business, as well as for casual chats. With the changing business scenario and the restrictions on movement, video conferencing is the need of the day. Every single person, sooner or later will need this system, so, better be prepared for it.

In order to conduct a video conference, there are certain things to be taken into consideration. There are both software and hardware requirements that lead to a successful video conference. There are some manual checklists as well. Every member of the team should follow the checklist to be on the same page. This will remove the possibility of unwanted delays.

There are certain rules and guides to follow to make sure the conference starts on time and everyone is able to join.

In order to attend or conduct a successful video conference, your software must be in order. Here is a checklist of what you can do to ensure that:

One of the major requirements of video conferencing is the visual. You may already have a webcam. Make sure to set it to the highest resolution so that everyone can see you without interruption. Your expressions shall be visible in the conference, and thus a high resolution webcam is recommended.

Network bandwidth is another important thing to take into consideration. If your internet connection is not at par, there will be a lag in the video and there is a possibility that you will get disconnected as well. The minimum required bandwidth is 1 Mbps.

Every platform for video conferencing requires the latest version of the software to be installed. There are numerous platforms namely, Google Duo, Skype, WhatsApp and many more. No matter what software application you may be using, update it to the latest version and ask everyone else to do the same as well.

Your computer requires a fast processor. Your audio and video both will suffer if your computer processor is slow. You need at least 2 GB of RAM and a quad-core processor in order to have a smooth video conference.

Make sure your system has the audio driver software installed. Check if it is working properly or update it online so that you can speak and listen seamlessly, during the conference.

Hardware is as important as the software while conducting or being part of a video conference. If you are using a mobile to join and it is a casual video conference, then also the mobile needs to be updated. However, in case of official video conferences, the hardware checking is very important to be adhered to.

First things first – the video camera system. A good quality video conference needs a good quality camera. You need a webcam to be installed to your system. While purchasing a webcam, make sure you take one that allows high resolution video sharing. Check for its specification before you purchase one.

Your display can be of different types. It can be a mobile screen, a desktop or an LCD screen. No matter what your display is, it should be able to show high resolution video and should also have proper colour correction. The high quality of display can provide a life-like experience and even the distance of 1,000 miles may seem to be nothing.

In order to speak and to be heard, your microphone has to be quite powerful. Your system already has an internal microphone and a hearing device. However, that may not be sufficient in every scenario. In order to make sure your communication is just perfect, buy a microphone with rich audio quality. This applies to both input and output audio.

Another important part is proper lighting. Don’t ever sit with the light over your head or behind your back. Your picture will look dark and the purpose of the video conference will not be served in that case. Sit in front of a light source and make sure your room is properly lit up, especially when you are having the conference at night.