Over the past year, we have all had to participate in more video conferences than we can count. But have you had to be the host for a video meeting? If you haven’t already, chances are you will likely have to host a video conference at some point. This can be intimidating as hosting a video conference is more work than leading an in-office meeting. Not only do you have to lead the meeting, but you must also run the technology side of the meeting as well. If you’re nervous about how to make things work once the time comes, here are a few tips on how to host a smooth video conference.
Setting up the meeting.
The first step in hosting a video conference is setting up the meeting. You will need to use your company’s preferred video meeting service, whether it be Zoom, Webex, Google Meet, or another platform. Next, determine a time for the meeting.
Many platforms will give you the option to send out a calendar invite when you set up a meeting so it can be easily added to their calendar. This will ensure everyone receives all the information they need including time and links to log in.
Send out an agenda.
A meeting or conference is not complete without an agenda. Without an agenda, invitees may wonder why the meeting or conference is even necessary. An agenda will also help keep you on track as the video meeting progresses and ensures you use your time efficiently.
Proper etiquette is to send out an agenda one week before the video conference. However, if you’re working on a shorter timeline, 24-48 hours should be plenty of notice.
Get permission to record.
If you’re planning to record the conference so it can be viewed and/or referred to later, be sure to have everyone’s permission to record. You may be accustomed to recorded meetings, or you may not care about being recorded, so it may not occur to you to do so. However, your attendees may not be as accustomed to or comfortable with recordings. As a courtesy, you should always get everyone’s permission to record if you plan on doing so. Even if it is not legally required to have everyone’s permission, it is good social etiquette.
Make sure you have a stable internet connection.
Now that you know how to host a video conference, you need to make sure you have a strong enough internet connection to ensure there are not lag times. Nothing is worse during an important meeting than seeing everyone else freeze and having “Your internet connection is unstable” pop up on your screen. If you live in rural California, you may think your options are limited to satellite internet that often experiences these interruptions. But there is good news. If you live in areas of northern rural California, such as the Central Valley and the Sierra Foothills, Cal.net fixed wireless service may be coming to your area, or may already be there. With internet prices starting at less than $50, with no data caps, and no throttling, you can have reliable and affordable internet service during your video conference. Get started with fast, affordable internet today at Cal.net.