Writing an Effective Video Conferencing Policy


The thought of video conferencing can strike fear into the heart of many employees. Why is that? There are a lot of things that can go wrong and leave you looking foolish, or ruin what had been a great opportunity. But there’s no reason to be anxious about a video conference, if you’re prepared. The best way to prepare your employees is with a solid video conferencing policy. Get your employees familiar with your company’s policy and then have them practice everything so that when the big event comes, they are comfortable and ready to go. Keep reading to learn how to write an effective video conferencing policy.

Be familiar with your system

One of the simplest ways to facilitate effective video conferencing is by making sure everyone is familiar with how to use the equipment and technology. This stuff isn’t rocket science, but it can be quite embarrassing for you, as well as aggravating for the other party, if your employees need to spend time figuring out a problem instead of video conferencing. Your policy should make it clear that employees are to have everything set up and tested 24 hours in advance of the event. Emphasize the importance of learning how the webcam works, what kind of login is required for the software, how loud the sound is compared to other software, and if the company’s security firewall will cause issues with the video conferencing software. Employees should know what connections are available and remember that the most crucial thing is reliability and not necessarily the speed of the connection.   


Set up for success

Your policy should include some direction for how to set up properly for a video conference. “The best way to go is by designating a video conferencing room where participants can be seated where they can be seen and heard clearly. Another reason to make this part of your policy is that you will have a secure, designated area where you can also store and lock up your video conferencing equipment,” suggests Jim Francis, writer at OXEssays. If you are in a situation where the activity must take place from individuals’ desks, have the camera focus solely on the individual. You should also adjust the microphone so it is picking up only their voice and not other background sounds or voices, which may not be appropriate.


Don’t forget about security

Security should be a major component of your policy. Users should log in before each session and log out at the end. Be sure to disable auto-updates for codecs to prevent the spread of viruses to your system. Your policy should dictate that devices such as cameras and microphones be turned off when not in use. Only certain, authorized employees should have access to remote control of such devices. Remember this when you are dealing with third party groups who may be in touch with your competition. If you are using the services of professionals to facilitate your video conferences, investigate and ensure they are financially responsible, practice good security, and have a solid reputation, with good customer support.


Write your policy with online help

Writing doesn’t come naturally to everyone, so don’t be afraid to get some help from the professionals. Here are some good resources to get you started:

#1. ViaWriting and WritingPopulist – These are grammar resources you can access to check over your policy to make sure everything in it is grammatically correct. Grammar is tricky, so don’t do it all on your own.

#2. PaperFellows and EssayRoo– Use these online proofreading tools, which come recommended by SimpleGrad in Essayroo review, to go over your policy for typos and other mistakes. Don’t proofread your own work, it’s so easy to miss an error or two.

#3.  StudyDemic and StateofWriting – Check out these blogs, they are full of useful suggestions on how to improve your writing.

#4. BoomEssays and UKWritings – These are editing tools that are great for going over your policy before submitting it. They have been reviewed by UKTopWriters and will improve the quality of your writing.

#5. MyWritingWay and LetsGoandLearn – Use these writing guides to ensure you work your way through each step of the writing process.


Video conferencing is a valuable tool for any company, but there are also a lot of ways things can go wrong. Make sure your employees are prepared by writing a thorough and effective video conferencing policy. Emphasize how important it is to be prepared and to be mindful of security. Get help from some online resources when it’s time to actually sit down and write the policy.


About Author

Chloe Bennet is a content manager at Big Assignments and Australian Help websites. She creates marketing strategies, helps in talent acquisition and works on easy onboarding of employees. Also, Chloe develops writing courses at Academic Writing Service (edtech portal).

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