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Having Trouble With Your Video Conferencing Tools? Try These Tips and Tricks

written by Shane "Geek" Lundberg September 15, 2016


Video conferencing software is designed today to be as versatile and easy to use as possible, even for the biggest technophobes. Gone are the days when bulky conferencing systems were used only by the most high profile businesses and run solely by the IT department. This can make it all the more embarrassing when problems occur. These problems can still happen to anyone and the good news is that they have simple solutions. Try these the next time you have trouble with your online call:


  • Contact Technical Support


One of the easiest and simplest ways to solve a problem is simply to ask an expert. A good video conferencing supplier will have round the clock technical support available to help solve your issues, whether simple or complex. It may sometimes seem embarrassing to rely upon them, but it is part of the reason you are paying for their services and it can save you a lot of time and hassle in trying to solve a difficult problem yourself. It will also save the IT department a lot of time in solving small problems, allowing them to focus on larger issues and jobs. For larger or more important meetings, it is still wise to have some members of the IT department on hand to solve any hardware or software issues as there won’t be time to contact technical support to solve them.


  • Upgrade Your System


Some businesses, even large ones, are still relying upon free downloads. These might be fine for one-on-one sessions or text chat, but they rarely have the features or stability required for multi-user conferences. Their bandwidth usually isn’t high enough to support more than a few attendees at one time, meaning they aren’t ideal for large groups, causing glitches and cut outs in the audio and visual feed. The last thing you want during an important meeting or a seminar that people have been waiting for is to be let down by your software. A video meeting solution for IT departments such as BlueJeans may cost a lot but it will pay for itself by impressing clients and customers and making day to day business operations easier. It is also much easier for the layperson to use, meaning the IT department won’t be solely responsible for keeping every conference running smoothly and are free for more important jobs.


  • Check Your Internet Connection


A slow or unreliable internet connection is responsible for most conferencing issues. While the majority of people understand that technology can let us down sometimes, it still has a negative psychological effect and can impact meetings greatly by making people and businesses appear unprofessional. VSee, a telehealth specialist, has found that glitches in audio and video can make users appear ‘slow’, incompetent, and socially awkward. Technical issues can also take up valuable time and halt the speaker’s momentum by taking time to fix the issues and constantly apologizing rather than keeping up with their speech. You can cut down on these issues drastically by ensuring beforehand that your internet connection is up to standard for making visual calls and that you are unlikely to be in an area with unreliable connection before your event starts. If you have been having constant issues, it might be a sign that it is time to upgrade your internet connection or router.


  • Get to Know the System


Many problems occur when people are unfamiliar with their program. Modern systems are designed to be much easier for new users to get to grips with, but there is the additional problem of people’s anxiety getting the better of them and ruining their meetings. If you aren’t used to making video calls, it can be nerve wracking and those fears will have a knock on effect on the quality of your pitch. A simple solution is to practise small scale chats with trusted colleagues or friends so that you can both get used to the interface and get more experience you will need to feel more confident when making more important meetings.


  • Check Your Hardware


The most state of the art software and the fastest internet connection won’t do much good if the hardware isn’t up to the same standard. The application may still run on older systems but the amount of updates may make it too difficult or even impossible. For better results, it is advisory to use the latest hardware you can find. Poor audio quality is usually cited as the largest problem in conferences, with poor video quality close behind. Most devices come with built in webcams and microphones, but other systems will need to be upgraded with better ones. Investing in an external microphone is a useful solution that pays off if you make frequent conference calls. E-conferences can potentially run without video, but not without quality audio.


  • Use an All-Inclusive System


If you have been trying all of the above methods and still running around downloading software and extensions and various other peripherals then your system could be the problem. Try an integrated, all-inclusive system that includes video, audio, text chat, file sharing, and any other features you need all in one, preventing you from downloading, upgrading, and maintaining a dozen systems all at once. It is even more useful if your software can be used on all devices and operating systems so that you can include all colleagues or clients on every occasion. It is annoying if somebody can make calls from their work computer but not from home or is left out when one of their devices isn’t working.

No matter how common your conferencing problems, there will always be solutions that will prevent an embarrassing mistake during an important meeting. Most conferencing equipment today is so user friendly that all you will need is a good internet connection, the right hardware, and enough confidence to run your session smoothly. Trust your software and your IT department and all of your meetings will be successful when video conferencing.

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