6 Top Tips on How to Video Conference for Business

business owners communication strategies leadership richard martinez - business coach small business owners startups May 11, 2021
6 Top Tips on How to Video Conference for Business

Guidelines for Video Conferencing

Technology has never been more social than it is today, and it’s only getting more interactive as time goes by. In fact, mobile technology has become so efficient that businesses rely on it heavily to conduct a variety of essential functions. One great example of this lies with the rising use of video conferencing to transact. Video conferencing has become readily available, and so easy to use, that we hardly notice how routine it now is. For instance, skype interviews are part and parcel of the job-search process today. Board rooms and staff meetings often feature conference calls with stakeholders in remote locations. It’s impossible to do business without encountering the need to video conference in a formal setting. This makes it all the more important to always be prepared to participate in a video conference without projecting an unbecoming image to your audience.

Here are a few tips on how to avoid mistakes while video conferencing.

1) De-clutter

It’s always a good idea to ensure that the area you intend to speak from is tidy. At the very least, declutter your space and create a background that doesn’t distract from the conversation. The simpler the better. Set up plenty of lighting too so that your video feed is visible. A clear image on-screen makes it possible to converse without visual obstructions.

2) Dress the Part

If a video conference is being hosted for formal reasons, it’s especially important to treat it as if it were an in-person meeting. Never underestimate the seriousness of a video conference just because each party chooses to stream from familiar environments. This luxury doesn’t change that fact that choosing the wrong wardrobe can put people off. Breaking out that business suit for the meeting communicates a willingness to go above and beyond in order to respect your audience.

3) Do Your Homework

If a meeting with someone is likely to last for an extended period of time, chances are the topics of discussion will require reference to complex information. Scrambling for notes and sources mid-conversation looks sloppy, and it slows down the pace of discussion. Well before connecting with someone on video, gather all essential information and place it within reach.

4) Rehearse

No video conference can be successful without functioning audio and video equipment. One-on-one meetings don’t necessarily create any challenges with regard to this issue, but conferences with multiple people in different locations often require added logistics. It’s important to figure out if every microphone, every camera, and every computer works well enough to keep conversation uninterrupted. A quick test-run before the meeting easily prevents the possibility of glitches.

5) Prevent Interruptions

Even with everything perfectly in place, there is one seemingly insignificant detail that many people neglect when it comes to hosting video conferences.! Lock the doors if privacy is vital to the meeting. It can be painfully embarrassing to apologize for people barging into a meeting if it’s meant to be held behind closed doors.

6) Keep Time

Being available on time for a conference call is extremely important. Always factor in how much time it takes to organize a video conference, then prepare strategically enough to accept a call within 15 minutes of an appointed time. Don’t make the mistake of assuming you can just stroll into a video conference without setting the stage for it.



It can be tempting to treat video conferencing like an ordinary interaction, but the truth is people need thoughtfulness to conference effectively. Always treat conversations which happen on video with equal respect as those that happen in person. Remember to think ahead and prepare your setting for a video conference. Anticipate the needs and expectations of your audience and do everything in your power to create a comfortable environment for the call. The less distractions there are when you connect with your audience, the easier it is to have a productive encounter. For business development coaching by Richard Martinez, call at 626-202-2291 or follow us on Facebook and Instagram.

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