The Conference Coach™

Today, conferencing is as much a part of doing business as email a part of communications.  Businesses use conferencing for a wide range of reasons.  Some businesses use conferencing to connect regional offices with each other and with headquarters, some use conferencing to manage projects, some use conferencing to connect with clients and prospects, while others use conferencing to cut costs and improve efficiency.  Regardless of the reason to use conferencing, the need for conferencing is there and the need is growing. 

For years, the only conferencing choice was audio conferencing – now often referred to as phone conferencing.  Phone conferencing continues to be the mainstay of conferencing.  It’s easy to understand why – using a phone is easy and intuitive.  Every business has a phone and the phrase ‘just a phone call away’ makes phone conferencing connections quick, painless and personal.

And although phone conferencing is easy-to-use, there are times when being able to show meeting participants a document or share a demo would make the conference go just that much smoother.  Enter web conferencing and video conferencing.

With the advent of web and video conferencing, however, has come a change in the rules of conferencing.  No longer are participants able to hide behind the faceless phone.  No longer are participants able to multi task during online meetings.  No longer are participants able to ‘come as they are’ to a video conference.  The change of conference rules has given rise to a growing anxiety among many participants in conferences where a web cam or video camera is mandated.

If you find that you are among the anxiety stricken, take comfort that your anxieties can be overcome.  Not among the anxiety stricken?  Even if you aren’t overly concerned with the advent of video as part of the online meeting, you should be aware that others are watching.  Video feeds and how you present yourself is as much a representation of the company as what you say during the meeting. 

Enjoy a more successful web or video conference experience by keeping these few things in mind:

1. Take a quick look in the mirror.  Just as you would for any meeting, look presentable.  Even if you’re video image is only two inches square, if you look good, you’ll feel good.
2. Breathe deeply.  Taking a deep breath and a moment to put your thoughts in order will enable you to focus on the content of the meeting.  And really, that’s why you’re at the meeting. 
3. Size does matter.  Most web conference video is only two square inches!!  That’s really very small.  No one will notice if you have on your back up glasses or if your hair isn’t perfect.   They will notice if you lean down so that only the top of your head shows on the video or if you swivel around in your chair.
4. Use a headset or speaker if possible.  Because movement on any video screen can be distracting, using a headset or speaker phone will enable you to relax, reduce your movement and have your hands free to take notes.

And if all else fails for the camera shy conferencing user, the mainstay of phone conferencing is still available and just as easy-to-use as ever.