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A Step by Step Guide to the Perfect Video Conferencing Setup

June 15, 2020

In our post-COVID world, it is important now, more than ever to make a connection. This is even more important for businesses that used to function off of their interaction with their customers, like certified accountants, local veterinarians, doctors' offices, and more. 

Making a connection builds trust. This used to be done in person, although with the outbreak of the pandemic, building trust happens over video chat. 

Here is a step by step guide to creating the perfect video conferencing setup to build trust and interact with your customers like you are face to face.  

How to Do Video Conferencing

If you're completely new to video conferencing, that's okay. It's not hard to learn. What you'll need to start is a video conference app like Zoom, Google Hangouts, Lifesize, or Skype. These all have similar features and capabilities, and they are all free. 

To set up a meeting, simply open the app, create a meeting, and put in the email addresses of the people you want to conference with. Make sure to set a time and date so that it's easy for everyone. You'll also want to add any details they will need for the meeting. 

Video Conferencing Tips

Great video conferencing boils down to having three things right in your video conferencing setup: 

  • Lighting
  • Video
  • Sound

If you get these three right, you have won half the battle. 

Face the Light

It's hard to build trust and rapport with someone you can't see. How many times have you tried to have a video chat with a shadow? It's unpleasant when it's hard to see the person on the other end.

This tends to happen when light is showing from behind the speaker. This produces a silhouette effect.

To avoid this, face the light. Try putting a lamp or even two behind your monitor that draws light on your face. This will produce even lighting for your viewer, making it a more pleasant experience.

Invest in an External Camera

If you're relying on video conferencing as your way of doing business, you want to have a professional video conferencing experience. Purchasing an external webcam provides a clearer picture, better sound, and an overall more pleasing video conferencing experience.

External webcams don't have to be expensive. Even some of the best webcams can be purchased for less than $100.

Consider an External Microphone

We've already discussed the importance of being seen on camera. Having proper lighting and a good webcam is crucial to building customer rapport on video conferencing. Nonetheless, it doesn't matter if they can't clearly hear what you're saying. 

Imagine being a lawyer meeting for a consultation, and your client can hear you. Would you trust that law firm? No way! Although it's an added expense, purchasing an external mic is helpful for your business. You can purchase a lav wired mic for around $20. These clip to your clothes, and produce good audio. You could also go with a bigger mic like the Yeti microphone. It's up to you. 

What Will You Include in Your Video Conferencing Setup

In today's world of social distancing and video conferencing, it pays to have a great video conferencing setup for your business. Having the right software and tools can help you stand out from your competitors and build your brand during these difficult times. 

If you're still feeling like you could use some more help, contact us for services for how we can help make the transition easier. 

For more information on this topic and more, be sure to check back regularly on our blog.

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