Most people are now taking advantage of softwares for business video conferencing solutions to make their work day easier and connect with the colleagues and international clients. Many people are even able to work from home because of it. But learning to use any new piece of software, no matter how simple it is, can still come with teething problems at first. Those who are less computer literate can also have problems with the software at first, which holds things up for others and makes meetings take longer, or be unfamiliar with good conferencing etiquette. Even outside forces such as bad weather conditions can have an effect on online meetings. These are some of the problems most commonly experience with conferencing software and some quick fixes for them:
- Accessing a Meeting
Most software providers make it as easy as possible to schedule appointments and invite others to meetings while still keeping uninvited guests out. But for those who aren’t used to making these appointments or accessing files through cloud storage can still have some difficulty with it at first, usually as a result of inexperience or lack of confidence in their abilities. Some anti-virus programs, security software, or firewalls can also have problems with online conferencing or unfamiliar software, particularly since it involves sharing information. While this is intended to keep your data safe from hackers, it is still annoying. Before your first online appointment, log in early just in case a problem happens and consult with support staff or colleagues if it does. If others are having an access problem, double check that they have their access code, as they may have deleted the e-mail by accident, and have their security software configured properly. Doing all of these before a meeting starts will save a lot of time and distractions during the meeting itself. Once people become more used to the system and more confident in using it then these access problems will go away.
- Background Noise
Microphones can pick up a lot of background noise such as traffic, the television in the next room, and even the sounds of typing. Cutting out this background noise as much as possible is good conferencing etiquette for yourself and for others on the call. Nerds On Site recommends investing in a good noise cancelling headphone which will cut out disruptions during meetings and allow you to focus without missing anything. Configuring your microphone settings correctly will also help. It is also best to cut down on typing or performing other tasks that can be picked up by a microphone and muting your microphone whenever you need to eat or drink. Muting your microphone whenever you aren’t speaking can also help. There isn’t a lot you can do about background noise from other participants but if it excessive, remind the other person so that they can move to a quieter location and get the meeting back on track.
- Large Meetings
Moderating a larger meeting or live streaming a seminar from a conference room is a bit trickier due to the more complex software and more people on the call to manage all at once. Using the right software and checking it before you begin will go a long way to cutting out potential problems. Having support staff on hand during these large conferences can also make things easier for the moderator. There are some measures you can take to keep large groups under control, such as muting all microphones except for the current speaker. You may make some mistakes at first, but the more practise you get in moderating large groups, the easier it will become.
- Internet Connection
The Real Time Report says that slow or unreliable internet connection is the most common cause of technical issues in an online conference because even the most versatile systems still need a good internet connection to function correctly. It is also a frequent cause of audio or video glitches such as lags, distorted images, or out of synch audio channels. If you are having connection problems while conferencing at home, try moving closer to a router or upgrading to a better one. If you are experiencing lags while in public, the unreliable public wi-fi could well be the culprit. If you are experiencing a sudden drop in connection it could be the cause of bad weather conditions or maintenance in your area. Be sure not to schedule important meetings at times when bad weather or maintenance is also scheduled and if they do knock out your connection, let others know that you can’t make the meeting and will have to catch up later or re-schedule.
While conferencing issues are problematic and annoying, most of them can be solved easily and good conferencing habits can be picked up to allow meetings to run smoothly. If something does come up, consult with the support staff for your chosen supplier and you will always have someone on hand to fix any pesky remaining issues.