Preparations for your next video conference may take place at the last minute. Your presentation may require forms, reports and other documents that were not distributed to meeting participants before they signed on. You need to learn to share data in a video conference to keep your meetings flexible and inform everyone of the latest developments.
Instructions
Swap Data Files During a Video Conference
1. Create a connection between your computer and video-conferencing equipment using an Ethernet cable. This cable allows you to use the speed of your office network to provide simultaneous audio, video and data streams. Check with the IT teams at remote offices to match Ethernet settings and security measures to your system.
2. Contact video-conference participants ahead of time to ask them to clear sufficient space for data sharing. You may need to submit a large PDF, presentation file or photo that takes up a significant amount of room on an office's network. This is usually an issue for contractors or small offices without large IT infrastructures.
3. Set up an electronic white-board in your conference room to transmit data to every computer without excessive file size. You will share white-board materials with each conference participant via video. You can also save notes and diagrams from the electronic white-board to send to participants as a review packet.
4. Ask each participant in your video conference to run virus checks before sharing files. Your office network may have a sound security system, but it is possible that an unchecked virus will sneak in and shut down your conference.
5. Connect a double-screen system to your conference station to keep your face on the monitor while presenting important data. Most double-video systems allow you to place an image from your video camera on one screen while presentations are displayed on the other screen. These products are expensive, but allow you to create cutting-edge video conferences.
6. Plan to share data before and after video conferences to avoid system slow downs and crashes. You can create outlines of your presentations to send via email before the meeting, and boil down conference details in your meeting minutes the next day.
Tags: office network, your conference, electronic white-board, keep your, share data