Video Conferencing Improves Knowledge Exchange

Video Conferencing UserHow to Use Video Conferencing to Improve Knowledge Exchange

At the heart of just about every successful business is the exchange of knowledge. Whether between employees, external suppliers and contractors, or the general public, the flow of information is crucial to a business’s success. Knowledge exchange can take any number of forms including telephone calls, in-person meetings, training classes, workshops, trade shows, presentations, written materials, videos, and more. In recent years, web conferencing has become a convenient option. Use the tips below to leverage your desktop video conferencing tools for improved knowledge exchange.

Embrace its Multimedia Capabilities

Desktop video conferencing brings participants together in a multimedia environment, so take advantage of it. With a web conference, users can:

  • Appear on camera if desired — In many cases, just the presenter will appear on camera though it’s also common for multiple participants to turn on their webcams and interact via video. Using video creates a more intimate meeting and allows participants to get a better read on each other’s facial expressions and body language.
  • Communicate in normal speaking voices — much like you would in an audio conference. Whether dialing in on a separate phone line or using a computer’s microphone and speakers, there’s no need to shout or struggle to hear one another. Sound quality has improved dramatically. Using our audio conference lines enable participants from around the world able to interact verbally without line noise, dropouts, echoes, or other audible interference.
  • Share screens — This one of the most popular uses for web conferencing. For example, rather than sending a link to a PowerPoint file and hoping everyone understands your concepts, you could hold a web conference, share your screen, and walk the group through your presentation. Not only can you answer questions or clarify key points as you go, you’ll be able to get valuable feedback from your team as well as the assurance that everyone has received the information. In fact, you can even get an attendance report emailed to you after the fact that documents everyone’s attendance.
  • Share notes and files — Within the video conferencing interface, you’ll find a variety of tools that you can use to create collaborative notes, send links to files, or interact via text-based chat.

Hold Micro Meetings

Desktop video conferencing is easy to use, and your web-based meetings can be accessed virtually anywhere on a smartphone or computer. In fact, you may find it’s smarter to hold a series of “micro” meetings rather than the occasional long meeting. For example, instead of holding a 1.5-hour weekly meeting each Monday, consider holding 15-minute video conference each day. With such a strategy, you can disseminate the most important and relevant information for the day, discover the latest concerns while they’re fresh, and work toward a shared goal every day.

Build a Knowledge Base

Since you can record every video conference you hold, with each meeting, you’re potentially accumulating a great deal of knowledge. Certainly, not every meeting will be worth preserving for the future. However, many will. For instance, if you use a video conference and its screen-sharing feature to teach new customers how to use the various features of your software, you could place the recording on your website as a video tutorial. Internally, you could create a knowledge base of processes, education, tutorials, troubleshooting steps, lessons learned, and more all by recording your web conferences.

Our desktop video conferencing is easy, accessible, and affordable. Try a free 30-day trial and see for yourself just how well it can improve the flow of information in your office.

Desktop Video Conferencing

Sharing Information During a Desktop Video Conference

During your conference, you can share virtually anything that’s on your computer with the group.

Desktop Video ConferenceDesktop video conference software allows organizers to communicate with a group on a whole new level. The ability to look one another in the eye, hone in on body language and nonverbal cues, and hold face-to-face meetings despite distances are among the many benefits you can expect from video conferencing.

However, there’s an added dimension to desktop video conference: the ability to share digital information with attendees. Here are a few different ways that conference moderators can share files, videos, presentations, notes, links, and other information with attendees.

Desktop Video Conference Screen Sharing
It’s not always necessary to turn on your webcam. In fact, many moderators choose not to appear on camera, opting to hold the entire video conferences in screen sharing mode.

With screen sharing mode active, the audience sees your computer screen. Because participants are essentially looking over your shoulder during the conference, you’ll want to make sure to prepare in advance so you don’t inadvertently share confidential information or come across as unprepared.

We recommend:

• Turning off desktop notifications, email alerts, and text messaging
• Closing all applications except those you’ll be using to share information with your audience
• Having a designated folder for any content you intend to share
• Having an uncluttered, professional-looking or branded desktop background
• Cueing up all content that you plan on sharing (for example, if sharing a YouTube video, make sure it’s ready to go in your web browser or app)

If you’re co-hosting the video conference, your co-host should also do the same. Practice passing the presenter controls back and forth so that each of you is comfortable with this feature.

During your conference, you can share virtually anything that’s on your computer with the group. Screen sharing is commonly used for:

• Software walkthroughs and trainings
• PowerPoint presentations
• Pitching ideas, designs, sketches, and diagrams

Collaborative Notes
Unless you’re using a whiteboard-type app within your desktop video conference, screen sharing is usually a one-to-many tool. That is, one person shares the screen for many to view. Collaborative notes, on the other hand, allow all participants to contribute their thoughts to a single, shared note.

For example, you might start the conference with a simple outline. As the video conference gets underway, various participants might add to the shared note, resulting in a more robust final document at the end of the meeting.

This is a good spot to post links to files on Google Drive, Dropbox, OneDrive, or some other service.

Chat Boxes
Another option for sharing links is within the text-based chat. This would depend on the size of your audience and how active the chat is. For a large group with heavy chatting, your links could get buried quickly.

YouTube Videos

Want to share YouTube videos during your video conference? Our YouTube streaming feature allows you to stream YouTube videos without having to leave the video conference interface. It’s one less task to manage during a busy video meeting.

Follow-up Messages

Finally, you may want to share information after the fact via follow-up messages. For example, you could send any files you referenced during the video conference or your collaborative notes to attendees after the conference ends via email. Attendance reports let you know who attended — and who didn’t. For those who missed out, a follow-up email with a recording of the video conference could be especially beneficial.

There’s no right or wrong mix of information-sharing methods. You may hold one video conference completely in screen sharing mode one day followed by another where you’re on camera the entire time. One conference might have active chats going on while another might not have chats at all. Some conferences are better suited to collaborative note-taking than others. No matter which direction you choose, our desktop video conference tool makes it easy to share!

Learn more about desktop video conferencing here