How to Use Video Conferencing with Transcriptions
Jul 7, 2023
Video conferences and transcription tools are changing the way we communicate at work. Now equipped with this software, organizations can operate and communicate effectively whether teams are in the same place.
In today’s modern work environment, we’re now seeing more people switch to flexible work arrangements like remote or hybrid setups. And while these modes of work offer many advantages and benefits, there are some challenges. The most prevalent one is a lack of better communication.
Poor conferencing solutions can add up to about $34 billion in annual losses. Tools aren’t enough. If we want to improve communication, we need better best practices to go with our tools. In this article, we look at ways to use video conferencing solutions and automatic transcription software to help eliminate communication barriers and help teams collaborate in remote settings.
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Establish Clear Communication Guidelines
Before video conferences, clear communication guidelines and expectations set a common understanding among participants. So teams should have these policies in place to reduce confusion and enhance the overall effectiveness of communication.
Create guidelines on speaking time limits, turn-taking protocols, muting, and unmuting etiquette, and how to address technical difficulties. Clearly defining these rules will offer a smooth and organized flow of communication during video conferences. Also, set a time limit to your meetings to avoid Zoom fatigue and help encourage everyone to stay on track with the agenda.
Utilize Multilingual Transcription and Translation Tools
Multilingual audio transcription services and translation tools can bridge language barriers by providing accurate transcriptions and real-time translations during video conferences, allowing participants to communicate effectively in their preferred language. That’s why transcription and translation tools are great additions to your communication stack if you’re a video conference team.
You can use tools like Ava, Transcriber for WhatsApp, or Google Translate can transcribe spoken words into text and provide translations in multiple languages, enabling seamless communication between participants who speak different languages.
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Implement Automatic Captioning
Explanation: Automatic captioning tools can generate captions in real-time during video conferences, improving accessibility for individuals with hearing impairments and ensuring clear communication for all participants.
Some of the best transcription software to help you achieve this are Noty.ai, Microsoft Teams, Google Meet, and Zoom. These tools will offer automatic captioning features that generate captions as people speak, visually representing the conversation on screen. Noty.ai also provides more AI-powered features, such as creating action points from your transcripts with the power of ChatGPT.
Share Screens and Visual Presentations
Many people need visual cues to understand presentations and ideas better. So, sharing screens and visual presentations during video conferences can enhance your team’s communication. That’s why it’s always best to prepare and present visual aids and illustrations that complement spoken information, improving understanding for all participants.
Presenters can share slides, documents, or images using screen-sharing features. Encourage your team members to use these tools when presenting things like:
Performance metrics
Campaign proposals
Financials
Training sessions
Onboarding and orientation
Project reviews
Investor pitches
And so on
Using presentation tools will allow others to follow along visually and reinforce key points with relevant visuals.
Keep Recordings of Your Video Conferences
As a best practice, your team should keep and organize meeting recordings to the best of your abilities. This is one of the beauties of virtual conferencing. You’ll be able to document and store meetings so you can review them in the future.
Storing files from meetings— such as video and audio recordings— will take up a lot of space. They will also build up with time. So you’ll need the best content management software to organize and store files. Having a CMS also ensures data security and privacy so that data doesn’t leak out, especially for confidential meetings.
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Utilize Non-Verbal Communication Features
Non-verbal communication features are part of what makes video conferencing tools much better. So you should maximize them in your video calls. Some of these features include virtual hand-raising or reaction emojis. These will enhance communication by enabling participants to express themselves and provide feedback without interrupting the flow of conversation.
Platforms like Microsoft Teams, Zoom, or Google Meet offer features like virtual hand raising, applause emojis, or thumbs-up reactions, allowing participants to provide non-verbal cues and express agreement or appreciation.
Provide Training and Technical Support
Don’t assume that anyone and everyone will learn how to use video conferencing and transcription tools on their own. You will need to provide support and training where needed. Offering training and technical support to participants ensures they have the necessary skills and knowledge to use video conferencing tools effectively, minimizing technical difficulties and improving overall communication.
Some ways you can empower your team and video conferencing participants include:
Conducting training sessions
Providing online tutorials covering the basics of video conferencing platforms
Troubleshooting common issues
Addressing frequently asked questions
Best Practice and Best Tools Make Better Teams
Continuous support and training, the best transcription services, and video conferencing software will go a long way for you and your team. Put these two together, and you can improve your communication and achieve more together.
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