Ground Rules for Video Conferencing Like a Pro

Before you start on your video conferencing activities, it is important that you have a set of ground rules for video conferencing. These ground rules will help to ensure that everyone involved in the video conference is treated fairly and has a good experience. It also ensures that you are doing everything within your power to protect the privacy of those you want to video conference with.

Ground rules should include the time and date of the video conference, and the location. They should also include information regarding who is willing to participate, the type of information or material that will be covered in the video conference, and any other issues that might arise during the video conference. The ground rules for video conferencing may seem quite basic, but you must remember that they apply to every single person participating in the video conference.

Ground Rules for Video Conferencing

If you are going to use ground rules for video conferencing, you will want to define what each category means. In the "person involved" category you will need to include all of the individuals who have a stake in the video conferencing process. These could be family members, business associates, and colleagues. For meetings or training sessions, it is not always practical to identify each participant as being directly involved in the discussion. As long as there is some form of communication, everyone involved will be bound by these ground rules for video conferencing.

Once you have identified who is going to be included in your ground rules for video conferencing, you need to determine when the video conferencing will take place. Ground rules for video conferencing should also include the exact dates and times of the video conference. Most people will agree that it is difficult to plan and organize a meeting or training session that runs over scheduled times. Since video conferencing is more flexible than traditional face-to-face meetings, it makes perfect sense to keep the scheduled time free for other important tasks.

When creating ground rules for video conferencing, you should also decide if there will be any areas of the meeting that are off-limits. Some participants may feel that they are simply not comfortable discussing issues or sharing information with specific people at the conference location. There is nothing worse than a tense and awkward situation develop. Therefore, ground rules for video conferencing should include instructions as to when discussions and screen shots are to be allowed.

In addition to ground rules for video conferencing, there are many rules that you can impose on your participants. Often, the most common ground rules for video conferencing pertain to privacy. You may have concerns about how your employees, clients or video conferencing participants may use the information that they are sharing. By setting clear rules regarding who can share information with whom, you can make the entire process much easier to manage.

You can also establish ground rules for video conferencing that pertain to the interaction between your participants. Some people may be uncomfortable when it comes to making eye contact with others, for example. You should establish a procedure that allows individuals to quickly transition from one level of conversation to the next.

Your ground rules for video conferencing should also include guidelines on how you will be dealing with disciplinary issues that come up during the course of the meetings. For instance, if there is an issue involving one of your participants that you find to be inappropriate, you should make your procedures for reprimanding appropriate. This includes disciplining the individual by asking him or her to leave the meeting, giving notice before the disciplinary action takes place or by using other appropriate methods, such as a warning. It is important to have ground rules in place to avoid missteps during the video conferencing meetings. You can read more video conferencing guides on this website called techniedges.

Finally, you should have ground rules for video conferencing that pertain to privacy. Most individuals who participate in video conferencing do so because they want to talk to several different people at the same time. You should ensure that your ground rules for video conferencing go beyond just not talking about the person in question. You should clearly define what you will not discuss during the meeting. For instance, you could talk about how all employees have been instructed to be on their best behavior when it comes to confidentiality, or you could discuss what you will do to address concerns if your participants bring up issues that you find to be inappropriate. Setting ground rules for video conferencing can help to eliminate frustrations and misunderstandings that can occur during the course of the meeting.