Learner's Permit

Many advisers already know the benefits of webcasts for presentations, but how many of you use videoconferencing to add an in-person feel to your meetings? Videoconferencing is a great way for advisers to save money and time. Instead of traveling to see a sponsor each quarter, you can reduce live meetings to just once a year and videoconference the other three.

This technology proves even more valuable during a financial crisis. In 2009, business coaching firm Challenger, Gray & Christmas Inc. found that reducing travel expenses was the most-used (67%) cost-cutting initiative to help companies weather the recession.

Videoconferences also facilitate quick decisions in today’s fast-paced world. “Business today moves at an incredibly alarming fast pace, and decisions must be made in real time,” notes Craig Berger, distributing, com­puting and networking (DCN) specialist in Prudential’s Global Business and Technology Solutions department. “Whether they are in their primary office, on the road, at a branch office, working with a client or working from home, you and your staff members must be accessible and productive. This need has generated a lot of demand for enterprise collaboration tools, and especially videoconferencing.”

While videoconferences can be a highly effective mode of com­munication, they can also present com­munication problems if technology is not properly checked and etiquette not exercised. Here are several tips to ensure your company has a great experience with each videoconference.

Meet With the Videoconferencing Team

Berger suggests gathering the video­conferencing team as soon as possible to establish a meeting’s parameters, specifically the date, time and duration, with extra time allotted before and after, he says. Also, will the call be internal or external to the company? How many locations will connect? In addition, the team should know whether anyone will dial in as audio-only, as well as whether the system has the ability to dial out to audio, Berger says.

If you plan to show content during the videoconference, the team should ensure the computer has the correct applications to display documents; the team should also test the presentation before the videoconference to confirm it is ready for viewing. An audio check should be performed to confirm that conference attendees will be able to hear.

Prepare the Room 

If your company does not have a room designated for videoconferences, choose a location with a neutral background and minimal distractions. Avoid rooms that have too much sun­light or overly bright lights, especially any directly above the conference attendees, as this can create shadows. If there is too much sun, lower the blinds. When everyone has arrived, alert attendees to silence their tablets and smartphones to mi­ni­mize background noise—and to avoid signal complications. 

Wear Muted Colors

Avoid dressing in bright colors or patterns such as stripes when participating in a videoconference, as these can be distracting and look distorted on camera. Instead, pick muted shades.

Communicate Clearly

When presenting, begin by stating your name. Identifying speakers in this way will help your listeners follow along. Speak clearly into the microphone, but be careful not to shout.

Try not to turn your head too much or move around excessively when you speak; otherwise, your voice may move in and out of micro­phone range. In addition, pause and wait for a couple of seconds after you have finished to see if listeners have any questions or comments. During long periods when others are speaking, keep your microphone muted.

Remember Etiquette

Attendees should also keep in mind that, even when not presenting, they are visible to everyone else on the call. Be aware of your facial expressions. Pay attention, and resist the urge to multitask, because it will be obvious to other attendees.

By following these guidelines, your team—as well as the listeners—can have a seamless videoconferencing experience.