Best Practices & Procedures for Organizing Videoconferencing

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When it comes to a private meeting online with friends or family, it is enough for the participants to call and discuss whatever topics or issues they have. They can start and end a communication session at any time, and during such conversations, you can discuss anything you like. However, the situation is different in the case of an official event, a conference call, or a court session.
The parties involved approve the rules of videoconferencing, and the meeting takes place on digital communication platforms such as iMind, or Zoom to address a particular agenda or scenario. In this article, we highlight best practices for conducting videoconferencing and the requirements from participants in a videoconference.

Videoconferencing Checklists & Procedure

Videoconferencing sessions require technological equipment such as video cameras, microphones, headphones, and access to a stable Internet connection. You will need a dedicated video conferencing platform such as Zoom or Imind to hold a meeting, conference, or court session.

In cases where organizers do not specify a specific duration for the online event, the meeting duration available on their platform of choice (based on pricing) should be considered to ensure the meeting doesn’t end abruptly when the period is exceeded.

What are the procedures for videoconferencing:

  • The parties decide who will organize it and appoint the individual as an organizer
  • Participants discuss the technical aspect of the event. Choose a videoconferencing platform, and agree on a list of required equipment. The remote video conferencing platform must provide functionality, stability, and high-quality image and sound transmission. In addition, the feature to present information materials (presentations, tables, text documents) is a must.
  • The organizers check the videoconferencing platforms and ensure all required features and tools are available. Then, a link to the online event (or an access code needed for authorization) is sent to the official e-mail of the videoconference participants.
  • Participants join the session. Court sessions, conference calls, and corporate meetings begin.
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Organizational requirements for an event held via video conferencing:

  • The equipment is turned on in advance (usually 1 hour – 30 minutes before the start of the session).
  • The room must be well lit
  • Participants must face the video camera.
  • Do not point the camcorder at bright light sources.
  • The speaker should speak into the microphone so all parties can hear clearly. It is necessary to pronounce the words clearly and distinctly without making extraneous sounds.
  • Only one microphone should be active during a videoconferencing session – the one who speaks. The microphones of other participants should remain muted as needed. This helps to prevent unnecessary noise.
  • When it comes to an official event where the identification of participants is required, everyone must display a means of identification visible to the camera with the participant’s face in clear view.

Video Conferencing Procedure for Organizers

  • The organizers create a team that deals with all issues related to the videoconference. This team will be led by a dedicated person who signs, makes decisions, gives instructions, and distributes responsibilities.
  • The team selects a platform for the videoconferencing, prepares equipment, and notifies participants of the date and time of the start of the online event. In addition, the agenda with the meeting topic and the procedure for deliberating on issues should also be sent to the participants’ official e-mail addresses.

  • Before the group videoconferencing session begins, it is vital to carry out a test to identify and resolve any technical issues. Recording the event is also the responsibility of the organizers.
  • At the end of the online meeting, they make a report and share it with all the participants to acquaint them with the outcome of the meeting.
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Videoconferencing Procedures for Participants

  • Participants, for their part, are obliged to comply with the requirements of the organizers of the videoconferencing and not interfere with the online event.
  • If there’s a list of speakers, this should be sent in a document to the organizer to determine the order of performances and familiarise themselves with the event schedule.
  • The organizers should test the equipment, venue and network connectivity before the meeting/conference. Where it is not technically possible to participate in a videoconference, the participants must notify the organizers in advance.

When choosing a platform for conferencing, you need to take into account that each service has its own requirements for technical equipment. Likewise, participants in a video conference may also have their preferences. Organizers must put the preferences and interests of all parties into consideration.

Kelechi Okeke
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