How to Make a Video Conference Call: A Comprehensive Guide

Video conference calls have become an essential part of modern business communication. With the rise of remote work and the need for virtual meetings, video conferencing has become a go-to option for companies worldwide. In this article, we will provide a comprehensive guide on how to make a video conference call effectively.

Introduction

Before we dive deep into the details of making a video conference call, let’s first understand what video conferencing means. Video conferencing is a real-time, two-way video and audio communication between two or more people located in different places.

Video conferencing has become a crucial tool for businesses to communicate with their employees, clients, and partners effectively. It helps to save time and money while increasing productivity and collaboration. In the current global pandemic scenario, video conferencing has become even more critical as it allows people to work remotely and stay connected.

Choosing the Right Platform

Choosing the right video conferencing platform is crucial to ensure a smooth and successful video conference call. With so many options available in the market, it can be overwhelming to select the best one. Here are some factors to consider when choosing a video conferencing platform:

Comparison of Popular Video Conferencing Apps

There are several video conferencing apps available in the market, such as Zoom, Google Meet, Skype, Microsoft Teams, and Cisco Webex. Each platform has its unique features and benefits. It’s essential to compare and evaluate each platform to select the best one that fits your needs.

Features to Consider When Choosing a Platform

When selecting a video conferencing platform, consider the following features:

• Video and Audio Quality: Check the video and audio quality of the platform to ensure that everyone can hear and see each other clearly.
• Screen Sharing: Ensure that the platform supports screen sharing, as it is essential to present documents and visuals during a video conference call.
• Multiple Participants: Check the platform’s capacity to accommodate multiple participants, especially if you have a large team.
• Recording: If you need to record the video conference call for future reference, make sure the platform supports recording.
• Security: Ensure that the platform provides adequate security features, such as password protection and encryption, to protect sensitive information.

Scheduling a Video Conference Call

Once you have selected the video conferencing platform, the next step is to schedule the call. Scheduling a video conference call is crucial to ensure that everyone is available and prepared for the call.

Setting a Date and Time

When scheduling a video conference call, consider the time zones of all the participants and select a time that suits everyone. Make sure to set a specific date and time and communicate it to all the participants in advance.

Inviting Participants

Invite all the participants to the video conference call by sending them an email or a message with the date and time of the call. Make sure to include the link to join the call and any other relevant information, such as the agenda of the call.

Sending Calendar Invites

Sending calendar invites is a great way to remind participants of the video conference call. You can send calendar invites through email, which will add the call to the recipient’s calendar automatically. It’s also a good idea to send reminders a few hours before the call to ensure that everyone is ready.

Preparing for the Call

Preparing for a video conference call is crucial to ensure that the call runs smoothly. Here are some things to consider when preparing for a video conference call.

Testing the Internet Connection

A stable internet connection is essential for a successful video conference call. Test your internet connection before the call to ensure that it’s stable and fast enough for video conferencing.

Testing the Camera and Microphone

Make sure that your camera and microphone are working correctly before the call. Test them using the video conferencing platform to ensure that you can hear and see everyone clearly.

Selecting a Suitable Location

Select a quiet and well-lit location for the video conference call. Make sure that the background is not distracting and that there is adequate lighting to ensure that everyone can see you clearly. It’s also a good idea to inform others around you that you will be on a video call to avoid interruptions.

Conducting the Call

Once you have chosen the right video conferencing platform and prepared for the call, it’s time to conduct the video conference call. Here are some tips on conducting a successful video conference call:

Starting the Call

Start the video conference call on time and begin by introducing all the participants. Ensure that everyone can hear and see each other before starting the discussion.

Muting and Unmuting Participants

During the call, it’s essential to ensure that only one person speaks at a time to avoid confusion. Encourage all the participants to mute their microphones when they are not speaking. As the host, you can also mute and unmute participants when necessary.

Sharing Screens and Documents

Screen sharing is an essential feature in video conferencing as it allows all the participants to view the same document or presentation simultaneously. Ensure that you have the necessary permissions to share your screen, and test the feature before the call.

Closing the Call

As the video conference call comes to an end, it’s essential to summarize the discussion points and ensure that everyone is on the same page. Here are some tips on how to close a video conference call effectively:

Summarizing the Discussion Points

Summarize the key takeaways and action items discussed during the call. This will help ensure that everyone is clear on what needs to be done after the call.

Scheduling Follow-up Meetings if Necessary

If there are any unresolved issues or follow-up tasks, schedule a follow-up meeting to address them. Ensure that all the participants are available for the next meeting and have the necessary information to prepare.

Ending the Call

Finally, end the video conference call by thanking all the participants for their time and contributions. Ensure that everyone has disconnected from the call and that the recording, if any, has stopped.

Conclusion

Video conference calls have become an integral part of modern business communication, and it’s essential to conduct them effectively to ensure productivity and collaboration. By choosing the right platform, preparing for the call, conducting it successfully, and closing it effectively, you can ensure a smooth and successful video conference call. At Wiki Put, we understand the importance of effective communication and offer a wide range of resources to help you stay connected with your team and clients.