We’ve been talking all this time about the benefits of using audio and videoconferencing in your business. How these technologies can effectively move your business to the next level in this ever evolving marketplace is clear. Please refer to older posts here if you would like to see those benefits and please feel free to add your own comments. I invite you to register and contribute as it can help improve the whole community.

One of the most important things to consider once you have decided to use videoconferencing is what exactly needs to be done. You need to plan your videoconference in advance. If you have decided employ the services of professionals then the most important thing would be to book studio and satellite time, especially if you don’t have your own studio facilities. You also need to ensure downlinking facilities at receive centers where participants will be sitting. Nowadays, one can use web based services so everyone can listen in so I’m not sure why you’d consider using a studio, but I’m sure that some big corporations feel more comfortable using this so I included it.

On the content front, you need to invest time and expertise in developing graphics, teleprompter scripts, taped roll-ins etc. These should be prepared before the actual videoconference day. The stress must be on developing quality graphics and illustrations to help participants understand the complexities of the subject with ease. Again, if you use the web based videoconferencing route, you still need to plan things out…and using professional graphics will increase the professionalism of your presentation

A good idea is to have local site facilitators. They can work with the local technical staff and ensure that that the videoconference room is ready on time. They can also distribute hard copies of program agenda and graphics to the participants, and take phone in questions to facilitate a smooth interaction between you and the participants. Hiring people experienced in planning and conducting a videoconference is a good investment.

The selection of speakers is equally important. They must be knowledgeable in their respective areas, and should have a good screen presence. Speakers who lisp or are camera shy should not be allowed to go live at a videoconference. Consider taping their presentations beforehand if you think they have something valuable to say.

Another key person is the moderator, who works as the program host and therefore plays an important role in the success of the videoconference. Among other things, the moderator must ensure that the program runs on schedule and ensures that there are no awkward or uncomfortable pauses. This work should be performed by any person who has sufficient on-camera experience, and is quick on the uptake.

There really is no harm in mailing an advisory to the participants and the speakers regarding the dress that they need to wear. Some important things they can be advised on is to wear “warm” colors and avoid jewelry or other material that reflects light. It is also useful to do a touch up on your speakers so that they look good on camera.

You can even consider briefing the first time speakers on basics of videoconferencing which includes informing them of the need to speak to the camera, to be aware of time cues, and to avoid fidgeting as these sounds are picked up by the microphone and relayed to the audience.

One should consider if possible doing a dress rehearsal a day in advance. This is not always possible, especially if your panellists are big names. But a rehearsal helps you smoothen out any rough edges. You get to know if the teleprompter scripts are right, and whether the graphics merge with the program or not. The moderator also gets to know the finer points of the presentation, and can prepare himself accordingly.

In today’s environment…it’s okay to conduct videoconferencing meetings without any “live” people being shown but you still should include pictures of people because they help connect your audience with a person…instead of a cold machine. This can make the difference of a success and failure so planning your videoconference is essential.