Tips for Conducting Efficient Video Conferencing Sessions in Zoho Meeting

Video conferencing is no longer a new or unfamiliar concept. It’s become second nature in today’s work culture. But while most of us know how to join and run meetings, the real question is: How effectively are we using them? With the right approach and tools, video conferencing can do more than just connecting people; it can drive clarity, collaboration, and better outcomes. In this article, we’ll explore key tips to help you go beyond just connecting so you can make your video conferencing sessions more efficient and impactful with Zoho Meeting.

Tips to conduct efficient video conferencing sessions

To help you get the most out of your video conferencing sessions, we’ll break down these tips into three simple and practical parts. These are things you can do before the meeting, what to focus on during the meeting, and what actions to take after the meeting. This way, it’s easier to follow and apply each tip at the right stage, making your sessions more efficient and productive.

1. Before the meeting

• Set a clear agenda: Add a short agenda to your calendar invite or meeting description to help participants prepare in advance.
• Pick a quiet, well-lit space: Ensure you're in a location with minimal background noise and proper lighting to maintain visual and audio clarity.
• Upload and organize files in the Files tab: To share files during the meeting without delays, upload and organize all important files in the Files tab beforehand. This ensures a smoother sharing experience during the session.
• Use calendar integrations: Schedule meetings directly from Zoho Calendar, or sync with Google or Outlook to send invites and reminders automatically.
• Test your setup: Start a quick meeting from your browser to confirm that your microphone, camera, and speaker are working properly.
• Use personal meeting links: For recurring meetings or 1-on-1s, you can use a static personal meeting link that remains the same for every session.
• Set up meeting reminders: Use Zoho Meeting's automatic email and in-app reminders to notify participants ahead of time. You can customize when reminders are sent—minutes, hours, or days before the session.
• Embed meeting access: If your meetings are intended for external participants, you can embed Zoho Meeting links on your website or portal for easy access.

2. During the meeting

• Start on time and follow the agenda: Begin promptly and stick to the planned points to respect everyone’s time.
• Share your screen effectively: Use screen sharing to present slides, demos, or documents clearly during the session.
• Use the built-in annotation: Highlight, underline, or draw attention to key points in your shared screen using the meeting extension tools.
• Engage through chat: Use the built-in chat to answer questions, share links, or collect quick feedback without interrupting the flow of the meeting.
• Control the audio environment: Mute or unmute participants as needed to reduce distractions, especially in larger meetings.
• Keep it secure: Lock your meeting after it starts and enable entry/exit alerts. All Zoho Meeting sessions are encrypted for added privacy.
• Switch between video/audio modes: If network conditions fluctuate, you can switch to audio-only mode during the call to maintain communication.
• Use virtual backgrounds: Apply a virtual background during the meeting to maintain a professional appearance.
• Enable live transcript: Turn on live transcription to make your meeting more accessible and easier to follow.
• Record the session: Start the recording to save the session for future reference or for those who couldn’t attend.
• Give remote screen control: When needed, share control of your screen with another participant to let them navigate, click, or assist directly during the session.

3. After the meeting

• Review and share the recording: If the session was recorded, share it with those who missed the meeting or want to revisit key points.
• Send a follow-up summary: Share a quick summary of the discussion and list any action items or deadlines.
• Use session analytics: Access reports that show who attended and for how long, helping you evaluate engagement.
• Reflect for improvements: Evaluate what went well and what could be improved to make future meetings even more effective.

Why Zoho Meeting is just what you need for seamless video conferencing

Zoho Meeting supports secure, browser-based video conferencing with features like screen sharing, meeting recording, and participant moderation. It integrates with other Zoho apps through built-in connections and also supports third-party automation using Zapier. Sessions are encrypted, can be password protected, and require no downloads to join.
You also get features like real-time transcripts, recording transcripts, breakout rooms, personal meeting links (static URLs), chats, file sharing, and meeting extensions such as the built-in annotator. These are designed to help you run structured and productive meetings.

Conclusion

Following thoughtful practices before, during, and after your video conferencing sessions can make a significant difference. Not only will it help save time, it will also achieve better results and smoother collaboration. Zoho Meeting provides a reliable set of tools to support these practices, from planning and screen sharing to post meeting analytics and follow ups. Explore the full range of features available in Zoho Meeting to run smarter and more structured meetings that benefit everyone involved. The more effectively you use your meetings, the more value your time will deliver.