ONLINE MEETINGS MADE SIMPLE

Introduction to Basics of Video Conferencing for an Online Meeting

An online meeting with video builds trust and increases collabortion.

Why Video Conferencing?

The technology for video meetings has come a long way since the days of jerky video feeds and static audio. A high-quality online video meeting provides an environment that will feel like you are actually sitting down across from other participants in the same room and gives you that face-to-face contact needed to build trust and relationships.

 

What is video conferencing?

The concept behind video calls is simple: It’s as simple as making a phone call, but provides both video and audio. The right video conferencing tool allows you to set up a virtual “room” and provides a number or clickable link users can use to “enter” the room. Once they are in the meeting, you can see them with your screen and webcam, and they can see you.

A conference video call is helpful for a meeting because it makes it easier to keep track of who is speaking. It also lets you pick up on the nuances of facial expressions that you’d miss on an audio-only call. An online meeting using video conferencing tools creates an intimate setting that can help facilitate communication. 

 

Who uses video conferencing?

Almost any kind of business can benefit from video calls. Examples for how they can be used include: 

  • Communicating with key people in your organization.

  • Meeting with current and potential clients.

  • Discussing a new project with your marketing or development team. 

A one-to-one video call allows companies to conduct a remote job interview or screen a vendor. Group online meetings using video conferencing can be used for onboarding, training purposes, or to gather a team together to make an announcement.


How video conferencing works

Thanks to today’s technology, video conferencing over the internet is surprisingly simple. When you start or join an online meeting, the audio and video streams are turned into tiny data packets that are compressed and sent across your internet connection. They decompress and turn back into a live feed of audio and visual on the other participant’s devices. With a high-quality WiFi connection, the audio and video can be crystal clear.


To get started, all you need is a good WiFi connection and one of these devices needed for video conferencing:

 
  • A desktop computer or a laptop with a webcam  

  • A tablet or smartphone with a camera

  • A headset (if possible) for better audio

  • A video conference application, like GoToMeeting


You can launch the video conference from your device, and others can join using a link or by calling a specific phone number. If someone doesn’t have video functionality, they can still listen to the audio and participate in the video conference. 


Importance of video conferencing in an online meeting

Video conferencing in an online meeting is beneficial — possibly even essential — to your business. It provides the ability to collaborate with colleagues and clients in real-time, especially when working globally with people across different time zones. 


Being able to use your facial expressions in a conference can go a long way towards building trust. Video conferencing also gives you the flexibility for face-to-face collaboration for team building and troubleshooting.


Ground rules for video conferencing

Video conference etiquette generally demands that when the organizer of the meeting is speaking, or a participant is presenting, microphones for the other participants should be muted. It’s also vitally important to respect each participant's schedule by starting and ending all video conferences on time. 


You’ll want a backdrop that is attractive but not distracting. For a home office video conference background, a neutral painted wall or a curtain behind you can help. Make sure your area is uncluttered and you dress professionally. To avoid glare and get the best lighting for video calls, use a source not in view of the camera.


Types of meetings that use video conferencing

Many types of business meetings can integrate with video conferencing to solve common problems. For example:

  • Internal company meetings with video calls allow remote or global employees to collaborate with colleagues in real-time. This can make it easy for teams to get information quickly and work together to troubleshoot an issue. It also allows team leaders to get fast updates. 

  • Interviews using video conferencing allow for face-to-face meetings with global or remote candidates, widening the talent pool and making it possible to make informed hiring decisions without the need for an in-person visit.

  • Sales personnel can use video conference calls to show live product demonstrations to potential or current customers, enhancing their belief in and trust of the product. Demonstrations require a video conference backdrop that is clean and neutral. A flat table covered with a white cloth lit from above can help make everything more visible.

  • Online teachers can use video conferencing and visual aids to help students learn, including flash cards and a virtual whiteboard. 

  • Long distance diagnostics via telemedicine are easier with video conference options. Doctors can provide remote healthcare when they can both see and hear a patient's symptoms.

  • Legal uses for video calling also exist. For instance, remote testimony can be obtained from a witness or an expert. This can help defray travel costs if the witness is long distance from where the testimony is required.  


A video conference provides accountability and a record of events and discussion. A recording of the call can be turned into a transcript and sent out afterward, so there is no question over what was discussed. 
 


What is the best video conference solution? 

GoToMeeting is easy to set up and supports up to 250 people at a time, making it simple to operate a video conference. Whether you need a one-on-one with your favorite client or need to make a company-wide employee announcement, GoToMeeting delivers the framework to make it happen. 

FREQUENTLY ASKED QUESTIONS ON CONFERENCE CALLING

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Holding an Online Meeting

What can I do with GoToMeeting?

With GoToMeeting, you can deliver presentations, perform product demonstrations, brainstorm with colleagues and securely share confidential information online from anywhere at any time. Your meetings can be one-to-one, or you can meet with multiple people at once.

Presentations: Give a slideshow to your online audience and reduce travel costs.

Demonstrations: Show prospects how your product works by inviting them to view a demo in real time, whether they are across town or a thousand miles away.

Work together: Meet with others online to share, discuss and edit any document. Transfer presentation controls to other attendees.

How do I start using GoToMeeting?
Simply register for your free trial now. After the quick automatic setup is completed, you can immediately begin using it.
Do I have to be at my computer to hold a meeting?
No, you can hold a meeting from any computer – or even a mobile device – as long as it has Internet access. Just log in with your account email and password at www.gotomeeting.com.

Hold a scheduled meeting: Your scheduled meetings will be listed under My Meetings – just click the Start Meetingbutton next to the meeting you want to start.

Hold an instant meeting: Click the Host a Meeting button, then choose the Meet Now button. Your meeting will start immediately. To invite people to your meeting, click the Invite Others button in the control panel. A window will open with instructions for joining that you can email, instant message or tell your attendees over the phone.

To schedule a meeting: Click the Host a Meeting button, then choose the Schedule Meeting button. Fill out the meeting information and click the Schedule button. A meeting invitation email will launch automatically.
How do I start an impromptu meeting?
On a PC
There are several ways to start a one-click impromptu meeting:
· Double-click the GoToMeeting system tray icon.
· Click the Meet Now button integrated into Microsoft Outlook and various instant-messaging applications.
· Scheduled meetings can be started with one click from the My Meetings web page after logging in to the GoToMeeting website.

On a Mac
Just click the GoToMeeting icon in the dock and then click the Meet Now button.
Your meeting will start and the GoToMeeting organizer control panel will appear on the right side of your desktop.
How do I schedule a meeting?

On a PC
To schedule a meeting in advance, right-click the GoToMeeting system tray icon on the bottom-right corner of your screen, select Schedule a Meeting... and log in by entering your account information and clicking the Log In button. Then, on the Schedule Meeting dialog box, enter your meeting information and click the Schedule button.

You will be notified that your meeting has been scheduled. If you are using Microsoft Outlook, a meeting reminder will be generated and give you the option of inviting attendees via an Outlook Calendar appointment.

On a Mac
To schedule a meeting in advance, click the GoToMeeting icon in the dock, select Schedule Meeting and log in by entering your account information and clicking the Log In button. Then, on the Schedule Meeting dialog box, enter your meeting information and click the Schedule button. You will be notified that your meeting has been scheduled.

How do I set up recurring meetings that I can use any time?

On a PC
To set up a recurring meeting, right-click the GoToMeeting system tray icon on the bottom-right corner of your screen, select Schedule a Meeting... and log in by entering your account information and clicking the Log In button. Then, on the Schedule Meeting dialog box, click the check box next to Recurring meeting. This will disable the scheduling settings, keeping the meeting open and available in My Meetings until you delete it. Click the Schedule button.

You will be notified that your meeting has been scheduled. If you are using Microsoft Outlook, a meeting reminder will be generated and give you the option of inviting attendees via an Outlook Calendar appointment.

On a Mac
To set up a recurring meeting, click the GoToMeeting icon in the dock, select Schedule Meeting and log in by entering your account information and clicking the Log In button. Then, on the Schedule Meeting dialog box, click the check box next to Recurring meeting. This will disable the scheduling settings, keeping the meeting open and available in My Meetings until you delete it. Click the Schedule button. You will be notified that your meeting has been scheduled.

How do I start a scheduled or recurring meeting?
On a PC
To start a previously scheduled meeting, right-click the GoToMeeting system tray icon, select My Meetings and log in by entering your account information and clicking the Log In button. Then, on the My Scheduled Meetings dialog box, select the meeting you wish to start and click Start.

On a Mac
To start a previously scheduled meeting, click the GoToMeeting icon in the dock, click the My Meetings button and log in by entering your account information and clicking the Log In button. Then, on the My Meetings – GoToMeeting dialog box, select the meeting you wish to start and click Start.
Can I use GoToMeeting with email or instant-messaging applications?
GoToMeeting integrates with Microsoft Outlook and other popular email and instant-messaging applications, so you can easily start or schedule meetings while using them.
How do I save chat sessions from my meetings?
Under the File menu select Save Chat Log... This opens the "Save Chat Log to a File" dialog that allows you to store it locally.
How do I share one application and nothing else?
On a PC
A presenter can share a single application by right-clicking the screen-sharing icon on the control panel grab tab and then selecting the application to share from the list of applications presented.

On a Mac
Since specific screen sharing is not yet available for Mac users, we recommend you close any application you do not want to share before initiating screen sharing.
What do I do if my attendees can't see my screen?

Screen sharing needs to be turned on after starting a meeting – GoToMeeting starts with it turned off to prevent early attendees from viewing your preparation.

To enable screen sharing, click Show My Screen in the organizer control panel.

If attendees still can't see your screen, please contact Global Customer Support.


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