Are you getting ready to participate in a video conference, online meeting or virtual event? Make sure you prepare properly so that you won't encounter any unpleasant surprises on the day of the event! Pay attention to technical issues - hardware and software testing, the quality of the Internet connection and the functioning of the event tool or platform itself.

Equipment under the magnifying glass

Let's start by testing the hardware. If we are going to use a laptop or computer, first of all, let's check whether the target platform or tool will run correctly on our operating system and whether our hardware (especially the processor and RAM) will be able to "handle" it (especially in the context of high-definition live streaming). If, on the other hand, we will be using a smartphone or tablet, let's verify whether there is a mobile version of the tool or whether the platform will run correctly in our browser. In the case of platforms opened from a web browser, it is also worth checking whether we have the latest version of the browser, and if not, performing an update.

Next, we should test the speakers (or headphones, depending on what we intend to use during the event), and if the meeting involves our active participation, let's also verify the operation of the camera and microphone.

Access to the Internet

An important element, without which we will not be able to participate in a meeting or online event, is a good network connection. If you are connecting to the Internet via home wifi, check where you have the best signal and try to locate yourself there with your laptop or smartphone during the scheduled meeting. However, we all know very well that wifi routers can be capricious and happen to disrupt our Internet connection when we least expect it. For such an eventuality, it is worth preparing a data-enabled smartphone, which we can quickly turn into an emergency personal hotspot. If we have such an option, let's also consider connecting to the Internet directly through an Ethernet cable. This is especially recommended for those who will be actively (and therefore with camera and microphone on) participating in the meeting or event.

What if we are connecting from a public or other than a home network? First of all, let's verify that the network allows the use of the tool or platform in question and that they (or some of their functions) are not blocked by the firewall. On the other hand, if we are trying to connect from outside the country where we live on a daily basis, let's verify that the tool or platform is licensed to operate in that particular location.

A tool without secrets

With tools and platforms for virtual meetings and events, it's a bit like with a new car. Just as it is a good idea to do some test drives to get a better feel for your newly purchased car, it is also a good idea to test drive a platform or tool before a scheduled meeting or event.

What should we pay attention to? First of all, the process of account setup and log-in. Some tools require us to register with an email address and password, others may ask us to provide our full name, and still others may not require us to provide any data. Likewise, some tools will require us to provide an email or nickname along with a password when logging in, others will log in with unique tokens assigned to each user, and yet others will have no login process at all.

As a final step, let's familiarize ourselves with the interface of the tool we are using and the layout of the various elements or spaces. Let's also check how the most important functionalities of the tool that we will need work, such as chats, profile editing or a module for group work and networking. This way, on the day of the meeting or event, we will not have to waste precious time searching for the event agenda, the space with the main stage or the button to attach photos to the chat.

Checklist:

✔️ Check hardware performance and operating system compatibility

✔️ Test the performance of speakers, headphones, camera and microphone

✔️ Verify the quality of your Internet connection

✔️ Test the tool or platform: pay attention to the registration and login process, interface and layout of elements, test the most important functionalities