Video conferencing has become an essential tool in today's fast-paced and ever-evolving business world. It allows us to stay connected with our colleagues, clients, and partners, regardless of our physical location.
However, preparation is key to the success of any meeting, and this is especially true when it comes to meetings conducted over video. That's why we recommend using a powerful video screen recording and video editing tool like Screencastify, to help you prepare for your next video meeting.
Before the meeting
Test your equipment with a test screen recording: Make sure that your camera, microphone, and internet connection are all working properly (get more video tips here!).
This will help ensure that you're able to see and hear other participants clearly, and that they're able to see and hear you. Set up a quiet and well-lit space: Find a background that is not too busy. And have headphones nearby if that is your preference.
Prepare your presentation and materials: If you're going to be giving a presentation or sharing materials during the meeting, make sure that they're properly prepared and ready to go. This might include preparing slides that you can share with other participants.
Screencastify is a great tool to use if you need to record your screen and save later to show during the presentation (or if you want to share the slide presentation as pre-work in advance of the meeting!). With its easy to use screen recording and video editing tools, you can create professional-looking presentations that will make a lasting impression on your attendees.
Send out an agenda: Before the meeting, send out an agenda to all participants. Instead of sending an emailed agenda you can add one in the description of the meeting. This will help ensure that everyone is on the same page and knows what to expect during the meeting.
- Opening and Welcome (5 minutes)
- Review of Action Items from last meeting (10 minutes)
- Presentation by Guest Speaker (30 minutes)
- Team Updates (15 minutes)
- Sales update (5 minutes)
- Marketing update (5 minutes)
- Open Discussion (15 minutes)
- Next Steps and Assignments (10 minutes)
- Closing and Next Meeting (5 minutes)
Invite the right people: Make sure that the right people are invited to the meeting. This will help ensure that the meeting is productive and that the right decisions are made.
Dress professionally: Even though the meeting is online, it is still important to dress professionally. This will help you maintain a level of professionalism and will make you feel more confident.
During the Meeting
- Be on time, just like an in-person meeting, being on time for a video meeting is important. So, make sure you log in and are ready for the call a few minutes before the scheduled time.
- Be attentive and engaged: During the meeting, make sure to be attentive and engaged. This might include asking questions, providing feedback, or making suggestions.
- Be mindful of your body language: Even though the meeting is online, it's still important to be mindful of your body language. Sit up straight, make eye contact with the camera, and use hand gestures to emphasize your points.
After the Meeting
Follow up: After the meeting, make sure to follow up with any action items or next steps that were discussed. This will help ensure that everyone is on the same page and that progress can be tracked.
Example follow-up email:
Dear [Meeting Attendees],
I wanted to follow up on the meeting we had on [meeting date] regarding [topic of meeting]. I wanted to make sure that we are all on the same page and that you have all the information you need to move forward.
During our meeting, we discussed [topics discussed in the meeting]. The action items that were assigned were [list of action items discussed in meeting]. Please complete these tasks by [assigned deadline].
If you have any questions, please let me know.
A well-prepared meeting can be more productive and enjoyable. It can also help you build better relationships with your colleagues and clients. By testing your equipment, choosing the right platform, preparing your advanced materials with Screencastify, dressing professionally, being on time, engaging during the meeting and following up, you can ensure that you make the most of your time in a video meeting.
Screencastify is a powerful tool that can help you to prepare and conduct successful video meetings within your business or organization, so give our free online screen recorder or online video editor a try and see the results for yourself!