Preparation key for effective video-conferencing

There’s more to preparing for a video-conference than simply sending out invitations and creating an agenda, says

With businesses increasingly making more use of video-conferencing facilities to cut costs, it’s important that every effort is made to make the communication as efficient as possible. Preparation is key for success in most ventures, but when trying to impress a client or colleague via video link, a few more checks are necessary.

According to, ensuring that the room itself is in order is the first step towards a great collaboration. A dedicated facility should inherently be set up to minimise light disruption, reduce distraction and enhance acoustics. Otherwise, ensure blinds are drawn to mitigate any problems.

Next, it’s advisable to determine the best camera position. Ideally this will be above the display screen to promote eye contact and to ensure all participants can be seen.

As such, furniture should be arranged to create ‘good sight lines’ – oval tables are best, allowing people to face the camera and screens without having to lean in. Chairs should be placed together so that the camera can zoom on all faces.

Lastly, the website says it’s best to share data via a tabletop monitor and allow the camera to focus on it, rather than plug it into the video-conferencing screen. Even better, send the data via email before hand. Any whiteboards, etc, should also be placed in the camera’s view.

Doing the above can increase utilisation and lead to more successful video-conferences.