Five Criteria for Successful Video Meetings


"It takes five or ten minutes just to get connected" said Tim Cook, CEO of Apple, when talking at Cisco Live.

Organizations today have numerous communication tools and platforms at their disposal. When workers are challenged with a number of options when planning and starting video meetings, it often leads to unnecessary confusion and delays. 

In the age of frequent video meetings, how do you ensure the success of yours?

A video meetings' success depends on the seamless integration of multiple platforms and technologies, not to mention smart scheduling. As such, any video meeting can be deemed a success if you apply the following 5 time tested tips


1) Plan Ahead

Successful video meetings start before they begin. That’s why smart schedulers plan ahead for every video meeting.

The first step in planning your meeting is to publish its schedule properly. Also, you need to have the required information: meeting topic, time, date and attendees.

Planning for a video meeting should not be different from any other meeting. We strongly recommend using your normal mail/calendar service without plug-ins that introduce new and unnecessary workflows.

How to add video options to the meeting in one simple uniform way can be trickier. Synergy JOIN provides one user-friendly method regardless of your UC platform today or tomorrow.

Prepare well and you will save your attendees a lot of time connecting to the meeting.


2) Ensure Easy Access

You need to make sure everybody gets easy access to the meeting. Your meeting invitation should be designed in a user-friendly and intuitive way, stripped for irrelevant information that does not apply to your organization.

Video rooms and conference equipment should get one lit up green button to join, or even connect automatically.

The option to forward calendar invitations into the meeting room with the video conference equipment makes it even more flexible.

Actually, one should be able to join all video meetings with one-click. See this Youtube video with examples

Watch video demo


3) Test your Hardware

You need to have a very clear idea of what kind of equipment you need and how much of it you still need to arrange for the meeting. The nature of your meeting, its agenda, and the stature of attendees in your organization affect what resources should be used.

We always recommend integrated systems for your video conferencing needs. With comprehensive video conferencing equipment, you get integrated audio and video coverage optimized for performance and tested for readiness.


4) Be Punctual

While it may sound obvious, you need to keep starting – and ending – your video meetings on time. Being punctual means making sure your meeting room and technologies are set up and ready for the meeting, so it can begin and end on time.

To have your meetings start on time everyone should get the same user-friendly calendar invite and green button in meeting rooms. As important as starting on time is to end on time. Make sure your system shares end of conference warnings to the meeting. If you need - it should be possible to extend from Outlook or Google Calendar. 


5) Record It

Recording is a smart back-up for participants that miss the meeting or parts of it. Streaming is also an option to consider for one-to-many meetings.

Recording and streaming should be as easy to add for the organizer as participants. With integrated recording and streaming solutions, you turn your video rooms and devices into recording “studios” Read more about this in our blog


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