Tips for Having a Successful Video Meeting

If you’ve been doing business in the last couple of years, chances are you’ve had a video conference at some point. For some people, video meetings have changed the way they do business, and for others they are a constant source of frustration. Regardless of what video platform you’re using to connect, there are several things you can do to ensure your meeting goes smoothly on the big day.

Test, Test, Test

In many cases, the issues with video conferencing software happen because it’s the first time that the software has been using for one or more participants. Delays can happen because a user needs to set up the software for the first time, or because it’s not clear how the user joins the meeting.

With appear.in for example, we always recommend that you and your guests have a demo meeting before the actual meeting takes place. This is an opportunity to get everyone set up and comfortable with the software. This also means that any issues you encounter can be resolved; either by writing in to our support team, or by looking through troubleshooting articles in the Support Center. For the majority of users we can get the issue resolved in a few hours, and this way you won’t run into any interruptions when it’s time to have the real meeting.

Make sure you have a fast, stable internet connection

Nothing is worse than trying to decipher broken, choppy audio while on a video meeting. Video meeting technology has come a long way in the last few years, but it isn’t magic unfortunately. Sending high quality video and audio to many participants requires a lot of bandwidth, so making sure you have a strong connection is key to having a successful meeting.

With appear.in, we recommend having at minimum 2 Mb/s upload and 2.5 Mb/s download for a one-on-one meeting. For multiple parties, we recommend at least 3.2 Mb/s up and down (but more is always better). Speeds are only one part of the story though, so we also recommend that your latency is below 100ms. High latency can be caused by a poor wifi connection, or possibly something wrong with your service overall. You can test for all of these conditions by searching for a Speed Test on your preferred search engine.

Find a quiet space with good lighting

Your internet is only one half of the equation when it comes to your video meeting. You can have have a perfect connection, only for it to be ruined by poor lighting or a noisy environment. If you’ve ever had a meeting with someone in a loud coffee shop, you know first-hand how distracting it can be. A quiet space where you know you can be free from any distractions for the duration of your meeting will make it a better experience for everyone on the call. Additionally, make sure that you have bright light that’s in front of your face. If your light source is behind you, it can wash out the picture and make it impossible to see your face!

We have many features built-in to appear.in that are meant to address poor lighting and lots of background noise, but these aren’t cure-alls. Things like speaker detection and auto-muting of other sound feeds work great when there is a little background noise, but if the environment it noisy these can actually cause problems for other users on the call!

How do you prepare for a video meeting; are there other suggestions that you don’t see here? Leave a comment and let us know how you set up your space to have a great meeting!