Managing A Multipoint Videoconferences Session

Facilitating or managing multipoint videoconferences will be productive as long as the facilitators ensure that the agenda is well planned and organized. Facilitators should also ensure that prior to the multipoint videoconferences important details from the physical arrangements, the specific list of items tackled, the list of speakers, the number of participants and site are kept manageable.

The facilitation of multi-point videoconferences involves the use of technologies and services, which enable people from remote locations to participate in one gathering be this a conference, sales meeting, or training sessions where they can talk and exchange information without regard for geographical distances.  

Some of the more important benefits of  multi-point video conferences are the following:

Multi-point video conferences  allow the participants to instantly communicate with others, without the company having to pay the standard expenses like airfare and hotel accommodations. Costs one has to consider when you need to fly out of town in order to attend meetings or conferences set in other locations.  

Multi-point video conferences speed up the decision making process.

Multipoint videoconferences provide participants' access to an extensive set of qualified speakers who have the time to share their expertise and knowledge, which in other circumstances they might be unable to. 

Since participating and facilitating multipoint videoconferences involve the utilization of various technologies and people, the possibilities for failure are always present. How can participants and more importantly,  facilitators ensure their multipoint videoconferences are all certified successes? 

When organizing these multipoint video conferences, it is important for the organizers to designate a head facilitator, to whom all the other site facilitators should report and coordinate with.

These facilitators for multipoint conferences must create guidelines and circulate these documents weeks prior to the multipoint videoconferences.

The main duty of the facilitator for each site will be to ensure the physical arrangements are properly set for the multipoint conferences. These duties are not limited to presetting of cameras, the seating arrangement of the participants and podium placement.

The head facilitator starts these multipoint videoconferences with a program where the purpose, agenda, and the protocols for speaking are laid out. Next to this, an acknowledgement of each participant is given.  

Facilitators must work with the participants to ensure that all the necessary items for the agenda are written down, as well as the time allocated for each point item and which speaker handles a specific segment.
Another duty the head and site facilitators must undertake is to remind participants that the only microphone that stays open is the one that belongs to the  participant or speaker who is presently speaking. If it is not  the turn of the participants to speak, their microphones remain muted. 

To ensure multipoint videoconferences are productive, it is best to limit the number of   from between three to four sites only. 

As the facilitator for the multipoint videoconferences, one should keep a list of the   voice number of all the participants.

Finally, facilitators must always make sure those supplementary technologies such as the capacity for an audio conference call is available for use, should the multipoint videoconferencing technologies fail.

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