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

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

The sustained lockdown and the work from home environment has made video conferencing the new normal in our lives for both professional and personal reasons. In a relatively short period of time video conferencing has become so important that our lives appear incomplete without it now. If you are new to video conferencing or are a little reluctant to embrace this technology then this BP Guide is here to help you. From things to keep in mind when attending a video conference to the optimum hardware and software requirements for a seamless experience, this checklist will guide you through everything there is to know about this new concept of communication.

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Video Conferencing: Today’s Essential

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.

Video Conferencing Checklist

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.

Basic Video Conferencing Checklist for 2020

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

  • Invitations:
    It is important to send an early invitation to all the participants. Make sure to get an affirmative answer from all. You will also have to remind them 2 hours before the conference.

  • Check the Equipment:
    No matter how less or how much equipment you are going to use, you need to check if they are working or not.

  • Testing:
    There is no alternative to testing your system and your software completely before you plan to join a conference. You can call a friend or a family member on the same application software and check the features that are required at the time of the actual conference. This will make sure that you are on the right track. Also check how you look on the screen – lighting, posture and clarity.

  • Join Early:
    It is important for everyone to join the meeting early so that even if there is one problem to deal with, the meeting starts at the scheduled time. This will save you from lag time and it is also professional.

  • Introduce People:
    If it is a formal meeting, every participant needs to introduce himself or herself. If there is a host, he or she can do the introduction. In case of a casual video conference, this step is up to the people who are part of the meeting.

  • Mute Audio When Listening:
    As there are so many participants, it is important that only one person speaks. While you are listening, mute the audio to avoid any extra noise.

  • Ensuring a Distraction-Free Environment:
    Find a quiet and distraction-free place to have the call. Be sure to ensure no interruptions such as a pet or a child (at home) or a fellow co-worker (at office) disrupting your call. Similarly ensure there is no distracting noise in the background so you can hear and be heard properly.

Software Checklist for Video Conferencing

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:

#1: High Resolution Webcam

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.

#2: Network Bandwidth

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.

#3: Software Installation

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.

#4: Computer Processing

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.

#5: Audio Software

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 Checklist for Video Conferencing

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.

#1: Laptop/Video Conferencing System

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.

#2: Display Screen

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.

#3: Microphone

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.

#4: Lighting

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.

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Video Conferencing is Convenient and Easy

At a time when social distancing takes a precedence over everything else, video conferencing is an easy tool to not only communicate with your loved ones but also to conduct your business in as normal a manner as practically possible. We hope this BP Guide would have helped you appreciate the basic concepts of video conferencing and it will not appear to be such a daunting task now. Stay connected with us for more such engaging content.