How to Host an Effective Video Conference Call

Video conference calls can become a bit like cooking a meal—you do it so often that you don’t always stop to think about how to make it a bit more exciting.

Instead of relying on the same old repertoire, it might be time to try something new. If you want to know how to host a video conference effortlessly and drive attendee engagement, we can help you spice things up. And if you don't know where to start, read our what is video conferencing guide.

1. A stable internet connection is a video conferencing must

If you lose connection or have to switch to audio during your video conference, it can look unprofessional and disrupt the flow of the call. Check your internet speed in a few seconds with the Google-recommended Network Diagnostic Tool from Measurement Lab. Try connecting your laptop directly to the router with an ethernet cable instead of using wireless for a more stable connection. We also recommend using a browser-based video conferencing platform, rather than an app, as this will result in lower latency.

2. Use a quality microphone and webcam

A video conference call is made up of two things: sound and visuals. The audience needs to see who's talking and hear what they're saying.

If you're doing this for a large, premium audience, you may want to invest in some specialized equipment. We recommend investing in high-quality microphones and video conferencing cameras for webinars. They'll be ideal for your video conferences as well.

Getting top-of-the-range equipment is less important for internal team calls. If you use a laptop, your built-in webcam and video conferencing microphone should be enough, otherwise look for well-reviewed, mid-range hardware, such as the Logitech Snowball microphone.

3. Choose the best video conferencing software available

The success of your meeting really relies on having the best video conferencing software you can find. There are good options available, and also some that are no longer cutting edge.

A few things to look for include:

• Free video conferencing software
• Calendar integrations and scheduler tools (such as Calendly)
• Engagement features such as Q&A, polls, and emojis
• Roles and permissions
• Secure video conferencing features
• Virtual whiteboards
• Breakout rooms

This is the one major investment you'll have to make if you want your video conference to succeed. So do your homework.

4. Get comfortable with the software before your first video conference

Ever sat through a painful ten minutes of technical issues during a virtual event? It’s never a good look to be fumbling for the unmute button when hosting a video conference.

Make sure you’ve logged into the software for a practice run beforehand to get yourself familiar with the new layout and functionality on offer. Many video conferencing providers will gladly run a demo for you, so be sure to book one in.

5. Light the room clearly

This is an easy one to forget, because you probably assume that your office has decent lighting. After all, you can easily see everyone when you're in the room together. But things often look different on camera, especially if you're using a built-in webcam.

It pays to check how the presenter looks before you go live, and make a few tweaks. It can be as simple as moving to a different spot in the room or sitting facing a window. Again, you don't necessarily need to buy specific lights for your video conferencing setup. Just make sure you’re clearly visible.

6. Prepare your video conferencing surroundings

We know you love your corkboard montage of photos from your college days but it might end up provoking more questions than you bargained for.

We recommend choosing a decluttered, neutral background to reduce distractions and keep things looking professional. If this isn’t possible, you’ll want to find the best virtual background the software offers.

Also, make sure the room has privacy and no background noise from the street, the kitchen, the bathroom, or wherever else other people might be.

7. Look professional

You may not physically be in the office but you still need to think about how to look good on video calls. Your audience can be easily distracted and may make presumptions about you or your company based on how you look. Make sure you have the best lighting for video conferencing and that you have tidy surroundings.

8. Have everything you need at hand

Think of the room you’re hosting from like a conference room. They’re usually equipped with stationery, drinking water, and tissues, so why isn’t your room?

Make sure you have everything you need within arm's length before your next teleconference. If you feel thirsty or need to catch a sneeze with a tissue, you can do so without leaving your seat or frantically reaching around for it.

You should also keep your room at a moderate temperature, and make sure you’re comfortable to avoid getting flustered during the call.

9. Plan and send the agenda

Hopefully you're using web conferencing because you want to be more efficient. If that's the case, your web conferences need to be well-planned and have a logical flow. Even if you have a clear agenda in your head, it helps to write it down.

It's also important that everyone else understands the agenda ahead of time. This lets them prepare for the parts of the meeting that are most relevant to them.

10. Have a backup plan

No matter how well you plan your video conference, a solid backup plan is a must in case things go wrong. Got visitors showing up at your door or bored, hungry children? Not a problem if you asked someone trustworthy to keep an eye on things.

Did the internet give up the ghost? Solved if you appoint a co-host using a separate connection and who’s ready to seamlessly step in and keep things rolling.

11. Arrive early to the video conference

We’ve all been there—you log in to host your meeting with seconds to spare, breathe a sigh of relief, and then the app hits you with an update that says it’ll take five minutes to download.

It always pays to arrive early to your video conference, especially if you’re the one hosting. You can download and install updates with time to spare and get your presentation open and ready to go. Don’t forget to plug in your laptop charger or mute your phone.

12. Remind people to introduce themselves

Just because you know who everyone in the meeting is, they might not know each other. Keep attendees engaged and make them feel valued by introducing anyone who could be joining in for the first time. As a standard practice for great internal communication, take the time to explain who they are and why they’re in the meeting.

13. Close other programs while presenting

It can be very annoying when Slack notifications pop up throughout a presentation. Or worse, a sensitive email could arrive with a subject line that you don't want others to see. To be safe, it's best to close all unnecessary programs while sharing your screen. As an added bonus this will also make your computer run smoother and increase your internet speed.

14. Make your slides compelling

A boring presentation is definitely not okay. You'll lose listeners right away, and it's going to be a hard sell to get them to show up next time.

Your presentation should:

1. Have a clear goal or purpose
2. Have a neat visual style
3. Focus on a 3-5 key ideas
4. Be short if possible
5. Be interactive and allow others to comment

If you’re using Livestorm you can use the Handouts app to easily share your slides and other resourced during the call, allowing your attendees to download files straight from the event room.

15. Encourage questions and comments in your video conference

The worst meetings happen when everyone sits quietly while one person drones on for an hour. Not only do most people forget what was discussed, but you also miss key moments for feedback.

As long as people are respectful and everyone has a chance to speak, encouraging questions should help the meeting progress, not slow you down. After all, this is a video conference, not a movie, so a variety of interactive activities is essential to keeping people engaged.

With Livestorm, you can use the ‘Chat’ tab to greet attendees and remind them to ask questions in the ‘Questions’ tab without interrupting the meeting. Get everyone upvoting questions and using emoji reactions to boost participation and help prioritize important queries.

16. Don't worry about mistakes

Despite your best efforts, mistakes are going to happen. The internet might drop out, your microphone could stop working, and your slides might be out of order. Don't panic.

Even if it’s a client onboarding session, it doesn't have to be perfect every time.It's more important that you're confident and clear, and that they leave the session with valuable takeaways. Everyone will remember the insights you bring, not the tiny technical issues.

If issues do arrive Livestorm has you covered with its private chat feature. This feature allows you to speak to moderators privately from the rest of the attendees so you can fix problems behind the scenes without causing a fuss.

Start planning your next video conference call

Just because you’ve done something a million times doesn’t mean there isn’t room for improvement. Whether it's virtual selling or virtual hiring, the presentation of a video conference call can be just as important as its contents.

Follow the above advice and your next video conference will be far more streamlined and engaging. For a really powerful video conference, make sure you’ve tested the best software solutions available like Livestorm, which you can try out for free today.

Frequently asked questions about how to host a conference call

How to host a video conference on Skype?

Hosting a video conference on Skype is easy (and it’s even easier on Livestorm):

1. Make sure you have a good quality internet connection, microphone, and webcam.
2. Choose a clean, quiet, and well-lit space.
3. Plan and send the agenda.
4. Prepare a compelling presentation.
5. Keep the audience engaged with introductions, questions, and comments.

How to host a video conference in the classroom?

If you want to host a video conference in the classroom you should:

• Write up a step-by-step lesson plan.
• Include digital activities to keep it fresh.
• Make sure everyone is involved and participating.
• Keep in mind student privacy and safety online.
• Assign online progress tests and writing assignments to monitor progress.

How to host a Google + Hangouts video conference online?

To host a Google Hangouts Meet (rebranded to Google Meet in April 2020) video conference online you first need to create a Google account. Once logged in, click the ‘nine dots’ icon in the top right corner, and choose Google Meet. From there you can click ‘New Meeting’ and send out invitations.