{"id":45925,"date":"2019-09-04T16:07:53","date_gmt":"2019-09-04T15:07:53","guid":{"rendered":"https:\/\/loopup.com\/?p=45925"},"modified":"2026-01-09T11:52:30","modified_gmt":"2026-01-09T11:52:30","slug":"adding-video-to-your-client-conference-calls-5-common-mistakes-and-how-to-avoid-them","status":"publish","type":"post","link":"https:\/\/loopup.com\/us\/resource-center\/blog\/adding-video-to-your-client-conference-calls-5-common-mistakes-and-how-to-avoid-them\/","title":{"rendered":"Adding video to your client conference calls: 5 common mistakes and how to avoid them"},"content":{"rendered":"\n<style>h1 {max-width:740px}<\/style>\n\n<p>Businesses have become increasingly global and with customers\nand business partners located all over the world, organisations must react to\nthe new ways of working to stay competitive. Technology can help bridge that\nconnection through the use of conference calls. Video conferencing can generate\nsimilar benefits to face-to-face communications without incurring the high\ntravel costs, environmental footprint and productivity downtime that typically\naccompanies in-person meetings. <\/p>\n\n\n\n<p>By letting people see important non-verbal cues such as facial expressions and body language, adding video to a conference call increases understanding, even across language and cultural boundaries. When video is added to a client conference call, the entire feel and etiquette of the meeting changes. Participants can see and be seen. Any sense of distance is removed. Participants are less likely to \u2018zone out\u2019 or multitask, as they might on an audio conference. When combined with conferencing that supports <a href=\"https:\/\/loopup.com\/en\/resource-center\/blog\/loopup-basics-screen-share\/\">content sharing,<\/a> your meeting can become even more productive, allowing participants to share documents in real-time and leave the meeting with new knowledge and clear action items.<\/p>\n\n\n\n<p>Employee travel is expensive, not just in cost, but also in\ntime. It&#8217;s much more efficient to have a video call, than it is to spend time\ntraveling, to have that face-to-face meeting.&nbsp; If they don\u2019t have to spend\nhours or days travelling to and from meetings, employees are more productive.\nIt also allows professionals to target prospects and clients regardless of\nwhere they\u2019re located, then meet with them anywhere, anytime, in a real-time\nenvironment. There is also a strong environmental argument for conference\ncalls. <a href=\"http:\/\/assets.worldwildlife.org\/publications\/575\/files\/original\/The_3_Percent_Solution_-_June_10.pdf?1371151781\">The\nWorld Wildlife Fund stated that by 2030 the increasing use of conferencing\nsolutions over travel could reduce global carbon emissions by a billion tonnes\nevery year.<\/a><\/p>\n\n\n\n<p>So, with all these benefits associated with video conferencing, why are the majority of professional service businesses still reluctant to move away from traditional audio conferencing or in-person meetings? With client expectations top of mind for these meetings, it\u2019s important to provide an exceptional meeting experience and the fear of leaving a bad impression, especially with someone you are meeting for the first time, is just too high. The good news is that video can be used to improve traditional audio conferencing and reduce the need for in-person meetings. But in order to do so, there are 5 common mistakes that should be avoided in order to provide a high-quality visual encounter with video conferencing.<\/p>\n\n\n\n<p><strong>1. Never compromise the audio reliability of your call<\/strong><\/p>\n\n\n\n<p>We\u2019ve all been there. You are on a video call and then suddenly the screen freezes and the audio drops and whatever you try to do, you cannot get it to restart. Now imagine this happens on a meeting with the decision maker at your biggest global account. Although video can translate into closer relationships, it\u2019s the audio that is critical to your meeting. Based on LoopUp research, we found that 46% of video conferencing users have experienced audio quality issues on video calls. If you\u2019re going to add video to your conference call, don\u2019t let poor web connectivity or bandwidth issues compromise audio reliability. Make sure that all participants join the call by phone using the PSTN, rather than using VoIP on their computer. This way, if a participant experiences bandwidth issues, their video may be impacted but their audio will remain reliable \u2013 and the meeting can continue. <\/p>\n\n\n\n<p><strong>2. Only add video to a conference call when it is appropriate<\/strong><\/p>\n\n\n\n<p>Yes, video conferencing can be hugely advantageous to a meeting and can result in improved communication and engagement, but only if it is used in the appropriate setting. LoopUp research found that 68% of professionals feel that video is not always helpful on every remote meeting. For example, video adds value if all participants in a meeting are highly engaged and are contributing equally to a meeting, such as a negotiation between groups of individuals, but your client would probably not appreciate having a video call when they are on the move, or are listening in and would prefer to multitask in the meeting. If you are in doubt over whether to use video, don\u2019t use it. <\/p>\n\n\n\n<p><strong>3. Start the call with audio only<\/strong><\/p>\n\n\n\n<p>You can always judge whether to turn on video during the meeting. Just make sure you don\u2019t catch your client out with video that automatically turns on when they join the meeting. It\u2019s not appropriate to confront a guest by switching their camera on while they\u2019re still figuring out how to join the call. Make sure you start your meeting as an audio call initially before asking permission to turn on video should you deem it appropriate.<\/p>\n\n\n\n<p><strong>4. Don\u2019t overwhelm your guests with complex features<\/strong><\/p>\n\n\n\n<p>There are many audio and video conferencing providers in the market today and not everybody is familiar with every single one. If your client is joining your video meeting, there is a chance they will not have encountered your conferencing provider before. You do not want them getting overwhelmed or confused by the experience; how do they turn on their camera? How do they share their screen? Where can they find the mute button? In a LoopUp survey, 39% of respondents said they would use video conferencing more if it were less complicated. Make sure you use a tool that is as simple and intuitive as possible, so that it can be used without the need for training. Otherwise you will end up stressing out your guest and wasting time explaining how to use the tool instead of focussing on the meeting at hand.<\/p>\n\n\n\n<p><strong>5. Don\u2019t block your clients from joining a meeting with downloads<\/strong><\/p>\n\n\n\n<p>If you have a critical business meeting taking place, the\nlast thing you want to do is annoy the client before the meeting has even\nstarted or even block them from joining. Make sure your video conferencing tool\ndoes not require any downloads before the guest can join the meeting. LoopUp\nfound that 27% of users have struggled to join a video call because a download\nwas required. Your client\u2019s time is precious, and they should not be required\nto spend 15 minutes downloading a tool to join your call. In addition, most\nlarge organisations today do not grant their employees local admin rights to\nallow for downloads. If you are going to use a product that requires downloads,\nmake sure you let your client know so they aren\u2019t shocked to find out they are\nrunning late for the meeting because they have to wait for an install. <\/p>\n\n\n\n<figure class=\"wp-block-image\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"270\" src=\"https:\/\/loopup.com\/app\/uploads\/2019\/09\/Stats_300dpi-1-1024x270.jpg\" alt=\"\" class=\"wp-image-45961\" srcset=\"https:\/\/loopup.com\/app\/uploads\/2019\/09\/Stats_300dpi-1-1024x270.jpg 1024w, https:\/\/loopup.com\/app\/uploads\/2019\/09\/Stats_300dpi-1-300x79.jpg 300w, https:\/\/loopup.com\/app\/uploads\/2019\/09\/Stats_300dpi-1-768x203.jpg 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Key Points<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Audio is critical to your meeting so make sure you prioritise it over video and make sure that the audio component of the call is carried over PSTN rather than VoIP for absolute reliability.<\/li><\/ul>\n\n\n\n<ul class=\"wp-block-list\"><li>Video is not always necessary and can in some\nsituations be awkward, unproductive or even detrimental to a meeting. Use your\njudgement and if in doubt, don\u2019t turn it on.<\/li><\/ul>\n\n\n\n<ul class=\"wp-block-list\"><li>Don\u2019t catch your guests out with video that\nautomatically turns on when they join the meeting but rather start with an\naudio-only conference call and engage video if appropriate and your guests are\ncomfortable to do so.<\/li><\/ul>\n\n\n\n<ul class=\"wp-block-list\"><li>Make sure you use a conferencing tool that has a\nsimple and intuitive interface, so that it can be used without the need for\ntraining as not all your guests will be familiar with it.<\/li><\/ul>\n\n\n\n<ul class=\"wp-block-list\"><li>Use a remote meeting solution that allows guests\nto join a call without requiring downloads. They may not have time to wait for\na download or may not have the permissions on their company network to allow\nfor an install.<\/li><\/ul>\n\n\n\n<p>Video conferencing can be a powerful tool in helping drive true engagement and in allowing us to consider not only the words being spoken, but also facial expressions, posture, and overall body language that we use to intuitively decode what\u2019s really being said. It can also have a positive impact on business productivity and environmental factors. If used badly, however, it can lead to poor meeting experiences, leave negative impressions on guests and embarrass hosts and guests alike. Risks like this drive employees to continue to use traditional audio-only dial-in solutions and keep them from unlocking the true potential of video. <\/p>\n\n\n\n<h4 class=\"wp-block-heading\">New to LoopUp?<\/h4>\n\n\n\n<p>If you are new to LoopUp and would like to&nbsp;<a href=\"https:\/\/loopup.com\/en\/company\/contact-us\/\">find out more<\/a>&nbsp;about how you can benefit from our remote meeting solution, we would love to speak to you! Please send us a brief message and we will be in touch with you shortly.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">About LoopUp<\/h4>\n\n\n\n<p>LoopUp is a premium remote meetings solution for better, more productive conference calls. For too long, businesses had to choose between the potential of web conferencing software and the simplicity and reliability of traditional audio conferencing. LoopUp combines both, transforming the way that businesses communicate. Over 7,000 organisations around the world trust LoopUp with their important remote meetings, from multinationals like Travelex, Kia Motors, Planet Hollywood, and National Geographic to fast-growing SMEs, professional services firms and public sector organizations.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Other content you might find interesting<\/h4>\n\n\n\n<ul class=\"wp-block-list\"><li><a href=\"https:\/\/loopup.com\/us\/enterprise-conferencing-user-behavior-impact-report\/\">Enterprise Conferencing: User Behavior &amp; Impact Report<\/a><\/li><li><a href=\"https:\/\/loopup.com\/us\/resource-center\/blog\/conference-calls-exposed-the-forgotten-hole-in-your-information-security\/\">Conference Calls Exposed: The Forgotten Hole in Your Information Security<\/a><\/li><\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Businesses have become increasingly global and with customers and business partners located all over the world, organisations must react to the new ways of working to stay competitive. Technology can&#8230;<\/p>\n","protected":false},"author":16,"featured_media":46002,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[424],"tags":[532,1131],"class_list":["post-45925","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-blog","tag-security-2","tag-video-2"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v25.2 (Yoast SEO v25.2) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Adding video to your client conference calls: 5 common mistakes and how to avoid them<\/title>\n<meta name=\"description\" content=\"Businesses have become increasingly global and with customers and business partners located all over the world, organisations must react to the new ways of working to stay competitive.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, 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