Last updated on Jul 26, 2024

Here's how you can optimize strategic communications with video conferencing tools.

In the age of remote work and global teams, strategic communications have become more important than ever. Video conferencing tools offer a powerful way to connect with colleagues and stakeholders, but to truly optimize these interactions, you need a deliberate approach. By utilizing the full spectrum of features and best practices these tools offer, you can enhance the clarity, engagement, and effectiveness of your communications, ensuring that every virtual meeting moves your projects and objectives forward in a meaningful way.

1 Define Goals

Before diving into any video conference, clearly define your strategic communication goals. Are you aiming to inform, persuade, or collaborate? By setting specific objectives, you can tailor your approach to ensure that the video conferencing tools are used to their fullest potential. This might mean preparing visual aids for an informative session or setting up breakout rooms for collaborative work. Clear goals will guide the structure and flow of your meeting, making it more productive and focused.

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2 Choose Tools

Selecting the right video conferencing tools is critical for effective strategic communications. While basic features like video and audio are standard, additional functionalities such as screen sharing, real-time polling, and session recording can greatly enhance your meetings. Consider the needs of your agenda and participants when choosing tools. For instance, if you're dealing with sensitive information, ensure the platform offers end-to-end encryption for security.

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Otto Banegas

Senior Project Manager | Complex Infrastructure Projects | Renewable Energy | PMP® and PRINCE2 Certified
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Make sure you are familiar with the tool that you plan to use, understand how the features such as screen sharing work, sometimes we think that all tools are the same and until during our presentation we realized that there are slight differences. So it is best to take this preparation also into consideration.

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3 Prepare Content

Content preparation is key for a successful video conference. Your materials should be concise, visually appealing, and relevant to your goals. Use slides, charts, and videos to break up the monotony of a long session and keep participants engaged. Also, practice delivering your content beforehand to ensure a smooth presentation. Remember, technical glitches can occur, so have a backup plan for sharing your content in case of issues.

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Mihirsinh Parmar

Helping CEOs create a strong personal brand on LinkedIn and X. | Financial Content Specialist
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Preparation is crucial for successful video conferences. Content must be concise, visually appealing, and aligned with goals, using slides, charts, and videos strategically to maintain engagement. Prior practice ensures seamless delivery, boosting confidence and message clarity. Planning for technical issues with backup content sharing plans mitigates disruptions. In the digital era, effective communication is essential. Thorough preparation and compelling delivery enhance engagement and productivity, reflecting our dedication to professional collaboration.

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4 Engage Audience

Engaging your audience is essential in strategic communications. Encourage participation by asking open-ended questions and facilitating discussions. Video conferencing tools often include features like hand-raising or chat functions that can help maintain interaction without interrupting the flow of the meeting. By fostering an environment where everyone feels comfortable contributing, you'll gain valuable insights and create a more dynamic and inclusive conversation.

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5 Follow Etiquette

Video conferencing etiquette is crucial for maintaining professionalism and respect among participants. Encourage everyone to mute their microphones when not speaking to minimize background noise. Remind participants to be mindful of their on-screen behavior, as non-verbal cues are just as important in video conferences. Punctuality, preparedness, and politeness go a long way in ensuring that your strategic communications are both effective and appreciated.

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Shivani Sinha

Early Careers & University Relations | Campus Engagement & Branding Specialist
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Some of the ways to be mindful and prepared for video conferencing (whether you are a speaker or a listener are)- 1. Camera and Lighting: Position your camera at eye level with good lighting. 2. Appropriate Dress: Dress as you would for an in-person meeting. 3. Clear Communication: Speak clearly and use visual aids if presenting. 4. Engagement: Actively participate and avoid multitasking. 5. Privacy: Be mindful of what you share on screen and ensure your background is appropriate. 6. Technical Check: Test your equipment before the meeting.

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6 Review & Act

After the video conference, take the time to review the session and act on the outcomes. If you recorded the meeting, provide access to those who could not attend or may benefit from revisiting the discussion. Summarize key points and distribute action items promptly to maintain momentum. This follow-up is an integral part of strategic communications, as it reinforces the message and ensures accountability for next steps.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Here's how you can optimize strategic communications with video conferencing tools.

1

2

3

4

5

6

7

1 Define Goals

2 Choose Tools

3 Prepare Content

4 Engage Audience

5 Follow Etiquette

6 Review & Act

7 Here’s what else to consider

Strategic Communications

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Here's how you can optimize strategic communications with video conferencing tools.

1

2

3

4

5

6

7

1 Define Goals

2 Choose Tools

3 Prepare Content

4 Engage Audience

5 Follow Etiquette

6 Review & Act

7 Here’s what else to consider

Strategic Communications

Rate this article

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