Introducing Your Clients To Your Conference Room

Introducing Your Clients To Secure Video Conference

By Norm Quantz   MA

GENERAL INFORMATION shared with clients who are about to use Secure Video Conference (SVC) for their online appointments:

  • SVC saves you and me the cost of meeting at my office while still allowing us both the usual voice and visual interactions.
  • All you need is a computer, a webcam, a headset with a mike for good sound quality, and be hooked up to the internet – preferably with a high speed connection.
  • Your computer can be a Mac or PC and either desktop or laptop.
  • Your webcam can be in a laptop or a stand-alone unit. Buying a mid range priced unit is just fine.
  • Your headset needs to have a USB port hook up. A mid range priced headset is also fine and usually comes with noise suppression for clearer audio. Make sure it is a computer headset i.e. with a USB connector. Don’t mistake it for a phone or stereo headset.
  • Before each session you will receive an emailed invitation to meet. On the first time, check your spam until you click “Not Junk”. Just click on the link provided in the email. You don’t need to download anything since the link takes you to the secure website.
  • When you login you will be asked to select a username. It’s your choice for the name you want to be called.
  • Then type in the password you were sent in the email. Remember it is cAsE sEnSiTiVe so copy it exactly as it appears.
  • You will then be prompted to use the audio/video check to make sure your ‘technicals’ are OK.
  • When setting appointments ensure all participants are on the same time zone for scheduling (Central Time) or they may be an hour early or late.
  • Hang your Virtual Shingle immediately – You can operate out of just about any location any time and with just about anyone – Your customers can be anywhere and you can help them at any time. You set the time, hours and location for the conference.
  • Seeing someone face to face can make interaction smoother and faster. It helps bond people together when they can attach a face to a voice and see interaction to them.

ADDITIONAL ‘CLIENT SPECIFIC’ QUESTIONS can be answered in this way:

About Their Computer:

  • Connecting a headset and webcam is usually quite simple. When you first plug it in just follow the prompts on how to install it. Most of them now install automatically. If you have problems installing, call their customer support number.

About Their Costs:

  • You do not have any costs for accessing our system. There are no long distance charges since we use the full duplex audio system within the conference room. Your ongoing costs are only the session fee for my services and your regular charges to have an internet connection.
  • For start up costs, once you own a computer and have purchased an internet package, you should buy a headset with a mike for good audio, and a webcam. Combined, these two usually cost less than $100.00. This cost is recovered quickly by what you save in not driving to an office for your appointment or in not taking as much time away from work.

About Their Internet Connection:

  • You may need to upgrade your internet connection to high speed for best reception. Just contact your Internet Service Provider (ISP) about what they offer.
  • If you are in a rural setting you location will determine if a suitable internet option is available for you. If not, do you have a friend’s place in town that you could have a private place to talk?

About Their Home/Office Privacy:

Your headset will allow my words to be private to you. Make sure you are in a private area so others (family, colleagues) can’t hear what you say. You may, for example, have to move your laptop to another room so you can talk freely in your appointment. Or you could put some background music on as white noise to muffle your voice.