The 8 Most Common Mistakes in Streaming Playback of Meetings

Streaming Playback of Meetings

In my work I increasingly meet customers who want to attend (live) their meetings and meetings live or on-demand (VOD) via the internet. Customers who want to offer colleagues, citizens, etc. the opportunity to virtually take place in a meeting room to hear and see what is being discussed. And not only that … to also ask questions, give input, seek interaction. But, how do you ensure an infrastructure that makes this possible? What are you watching? What do you do and – perhaps more importantly – what do you not do? In this blog, I will go into that …

Streaming Playback of Meetings

Transparency as a basis

There may be several reasons why organizations choose to “make accessible” (some) meetings and meetings via the internet. The most important reason is transparency. It is precisely by being transparent about, for example, a decision-making process that the connection with the target group is ensured and involvement is created. A clear signal is given that the employees, citizens and/or other parties involved are important to the organization. Such a signal can count on a lot of appreciation and sympathy.

A streaming solution that brings what you expect

In order to actually realize this transparency (and thus get the sympathy and appreciation), a reliable solution for streaming & archiving must be implemented. If you avoid the following errors, you take a big step towards a solution that really brings what you expect from it and that contributes to your (company) objectives.

1. No clear picture of your own objectives

Transparency and sympathy are good reasons to consider webcasting (live and on-demand streaming of meetings and meetings). However, in order to be successful in using these solutions and to optimize use, it is important to be clear at the beginning, when you want to use this modern technology and what you want to achieve. In addition, “the more concrete, the better” applies and it is recommended to formulate your objective as SMART as much as possible. Think of viewing figures, watch duration, evaluation, customer satisfaction, NPS, growth in use etc.

2. Insufficient overview, too little detail

Cameras are needed to show meetings. Dome cameras are often used for this; small, compact cameras that are unobtrusively integrated into an interior. In addition to the recording quality of the cameras (full HD is the norm), it is of great importance that enough cameras are installed in a room in order to bring the individual speakers clearly – and straight from the front – into view. In addition, it is important to install an overview camera so that images of individual speakers can be alternated with shots of the entire room.

3. Bad sound reproduction, no benefit from digital possibilities

Good intelligibility is essential. Everything can be taken care of down to the last detail, but if the speakers are not understandable, all effort is in vain. Therefore choose quality sound reinforcement. This can be done with (wireless) microphones or lapel microphones in combination with loudspeakers, but for larger groups a digital discussion system (conferencing system) is recommended. The advantage of such a system is that it can be linked to the camera tracking system, so that speakers are automatically displayed, including speaker information and other meta-data.

4. Insufficient attention to digital reporting

The modern systems can stream much more than video and audio over the internet, possibly enriched with additional data (meta-data). A very important functionality – which unfortunately is not always sufficiently visible – is the possibility of digital reporting (minutes function), with which you can save and index the recordings so that they can be viewed at a later time and easily – eg by keyword – searchable; video on demand (VOD). You create a powerful reference work. It is important that you ensure sufficient storage capacity and data security.

5. No use of interaction tools

I wrote it in the introductory paragraphs … transparency creates commitment. An involvement that we Dutch people like to express by thinking along, by asking, giving our opinion. There are multiple streaming solutions on the market, with which you can show the (live) recordings of your meetings on a – in your house style – portal, which is equipped with one or more tools to interact with your audience in the virtual stand. stimulate. Think of the possibility to ask questions via a chat function (Q & A), to respond via Twitter or to take live polls.

6. Do not take advantage of corporate identity options

What still happens too often is that there is too little or no attention at all for the finishing touch. By that, I mean that for a maximum impact and involvement in a live-streamed meeting) everything really has to be right. The quality of the video and the sound and the ability to respond and give feedback, but also the appearance of the portal on which the video is displayed. Do you communicate what you want to communicate? Does the design match your house style? If that is the case, the viewers will appreciate your meeting – but also your organization – more positively.

7. Forgot to take into account number of viewers

You do well to take into account that the number of viewers will grow over time; especially if growth in numbers is part of the formulated objectives and you are actively steering towards them. That is why it is very important to pay attention to the scalability of the system when designing and realizing your streaming solution; eg when it comes to required hardware, software clients, internet bandwidth etc. Few is as annoying as a system that goes down to its success because insufficient thought has been given in advance to the required capacity.

8. Just an eye for the online reality

However important, the representation of sound and vision via the internet is not the only way to view your meetings. Certainly, if the room in which the meeting is held is larger – such as in a council chamber or auditorium – you would be well advised to have image carriers installed in that room. The image that the viewers see via the internet can also be seen in the meeting room. And that’s nice for the meeting participants who are physically in the room. After all, they have first and foremost the right to see their meeting partners well.

Realization of a fully digital workflow

I have described 8 pitfalls in the realization of a solution to stream your meetings and other meetings via the internet, so that colleagues and interested parties – wherever in the world – can follow live and on-demand what is being discussed and decided. If you bypass these 8 pitfalls, you are a big step closer to a system that really meets your expectations and contributes to the realization of your goals. A system also, with which you can realize a fully digital and automated workflow. 

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