Two Preparations That Boost Video Meetings, Part 1: Connection Tests Matter Most

Right. If we are going to make the effort, we want meetings that take advantage of video chat’s strengths.

Note that we will not discuss fundamentals such as “prepare the agenda in advance” or “set the meeting length”-those are important for in-person meetings too.</speech_bubble]

Trade travel time for preparation time

Video chat is remarkable: with hardware and an internet connection, you can meet anytime, anywhere. Eliminating the travel cost of gathering in one place is an immense benefit.

However, pre-meeting preparation becomes even more important than for in-person meetings. Without it, you waste time, damage your reputation, and hinder good communication.

Recognize that video chat trades the travel cost of real meetings for additional preparation tasks.

Test the video platform in advance

“Can you hear me? Can you see me?”-the first enemy

This is a problem unique to video meetings. Anyone with experience probably knows what it is like.

The root cause is almost always poor preparation with the tool. Failing to test the connection or learn the controls before the meeting creates delays and costs that do not exist in other formats.

If even one participant is unprepared, everyone loses time waiting for the call to start.

The larger the group, the bigger the loss. In some ways it is more serious than showing up late.

Run a quick connection test before the meeting

Ideally, test the system with someone who already knows how to use it before the meeting day.
If you cannot, you can still run a solo test by connecting between two devices you own, such as a laptop and a phone.

Each platform offers some way to test. Please take the time to do it so the meeting itself can start smoothly.

Research core features like screen sharing

Most desktop meeting tools allow you to share your screen with other participants in real time.
This is extremely useful-it is like using slides or a whiteboard without leaving your desk.

You might think only hosts need to know about these features, but anyone may need them. Platforms such as Zoom Meetings even let participants annotate shared screens.

Screen sharing is built into most video chat systems, so be sure to learn how the basics work.

[speech_bubble name="Sato" type="std" subtype="L1" icon="sato.png"]Poll features are handy when lots of people join the call.

Exactly. In addition, file sharing in Microsoft 365 or Google Drive is useful. If you have not used those much, it is worth learning ahead of time!