With modern technology, the days of being stuck in the office for a meeting are over. These days, you can find ways to connect with fellow employees, clients, and supervisors from wherever you are. Even though the possibilities are endless, it is still nice to have face-to-face contact in order to convey important information. With a comprehensive video conferencing app, you have the ability to make that connection, share files, participate in in-meeting chats, and so much more. Keep reading for the best way to set yourself up for success with video conferencing from a mobile phone.
Download a Video Conferencing App
The first step in setting up a video conferencing from your mobile phone, is to find and download the right app for your business. There are several options available, with a few key features to look for. Make sure you have an app that is easy for both you and other participants to use. It is also a good idea to use an app that allows users a choice in how they will join your meeting. Finally, you want to use software and apps with high-quality HD service to avoid your video freezing or getting choppy. With Vast Conference’s intuitive app, you can enter a meeting through the app or web browser, or you can dial in for audio participation from a phone.
Invite People to Attend Your Meeting
If you use an app or software that integrates with your calendar, you can create settings that will automatically send invitations to anyone you add to your list. The invitation will include the date and time of your meeting, as well as instructions for joining and any dial-in numbers or codes necessary.
Prepare Talking Points and Meeting Agenda – Keep it Simple
In order to come across as well-prepared, you need to have your meeting agenda and talking points organized ahead of time. Make sure the flow makes sense, and ask for input from anyone who may have a bid in the content of your meeting. Keep everything as simple as possible so no one gets bogged down in unnecessary facts, figures, or extraneous ideas.
Visuals Will Drive Your Point Home and Keep Things Interesting
Don’t lose your audience. Make sure they understand your message with multiple modes of presentation. When you add visual supplements to your meeting, more participants will retain more information, and their attention will stay more focused. Prepare any charts, graphs, slides, or other visuals well ahead of time, making sure they are relevant and accurate.
Practice Using Your Settings
You put time and effort into organizing your material; don’t slouch on knowing how to use your system. You do not want to end up apologizing for glitches that cost time. Make sure your mic is set to pick up your voice, and that you speak at a volume that is audible for others in the meeting. Practice adding speakers, sharing screens and graphics, and muting yourself, others, or the entire meeting if necessary.
Make Sure Your Mobile Connection or WiFi is Strong
The last thing you want is to be in the middle of making a strong point, ready to seal the deal, and then get cut off because you lost your signal. Even if you are traveling, you can generally find a way to get strong wi-fi. Ensure your service will not cause you to drop out of your meeting before you are finished, by testing your connection before you begin.
Prepare Your Space
Set yourself up in a space that is free of outside noise, distractions, and clutter. Lighting is also an important element to your environment. If you are going to set up a video conference, you may as well be seen. Choose a space that is well-lit or bring in a lamp to supplement the lights. Just avoid harsh lighting so you do not blind participants when they look at your face. Your phone should stand on its own and be at a complementary angle, so your hands are free and no one is looking up your nose.
Know Your Material
If you want to make a good impression, then you need to know every detail about your subject matter. Practice your talking points so you can stay on task and keep things running smoothly without continuously looking away from the camera and shuffling through your notes.
Take a Deep Breath (Or Several)
Anxiety is perfectly reasonable before an important presentation or meeting. Performance anxiety is hard enough; when you add in the stress of working with new technology, you may decide you prefer to hide until it’s all over. But just spending a few minutes practicing some deep breathing exercises will help you relax so you can get through this video conference call with confidence.
This is it. You have put the work into making sure your meeting goes smoothly and you are well-prepared for anything that comes your way. You even took a few deep breaths to help you relax a little. Now it is time to shine! Let your enthusiasm and mastery of information show, and you will succeed in presenting your message in a way that only you can.