When developing offshore projects with customers, you will definitely need to use video meetings to communicate. There are many video meeting tools like Zoom, WebEX, video call function of chat tools like Skype, Viber. Based on long experience working with Japanese customers, 2NF would like to offer some basic notes to pay attention to when video meeting to make the meeting effective.

1. Difficulty in exchanging video meeting
   Can’t see each other clearly, can’t see each other, so it’s hard to grasp the other’s facial expressions, teburimiburi. Therefore, it is mainly to feel the opponent’s attitude through the voice.
   Poor sound quality (due to transmission lines, media itself, etc.). Especially because the connection at this time is an overseas connection, so the quality can’t be as good as in Japan.
   The meeting is likely to be interrupted or take longer than expected due to the quality of the transmission.
   Therefore, in order to avoid wasting both parties’ time and ensure the effectiveness of the meeting, we need to prepare well before the meeting and have a suitable way of talking during the meeting.
2. Notes for the video meeting process
   2.1 Preparation

• Prepare / discuss with the offshore side in advance about the issues to be discussed and questions to be answered.
• Prepare / discuss with the offshore side in advance about related documents.
• Set the device and test the sound, test the network carefully before calling.
  2.2 In the conversation
• Should not present too long, clearly interrupt each intention to say, while talking while observing / listening to the other person to grasp the attitude (understand or not …), is there any problem with the transmission? In addition, it is also to give the interpreter or BrSE time to translate again for offshore participants who do not know Japanese anymore.
• Do not exchange internally for too long. If the issue needs to be discussed internally, you should notify the offshore to wait before discussing, you can turn off the mic. If it takes a lot of time to discuss internally, you should schedule an answer at another time because the meeting time is usually limited.
• Take advantage of the screen Share function of the tool if you put mieruka what you want to convey on the screen, especially in cases where it is difficult to express in words, or if verbal expression is lengthy…
  2.3 After the meeting
  During the meeting, there is still the possibility of misunderstanding, or omission of information. Therefore, after the meeting is over, it is recommended to write meeting minutes to summarize the exchanged content. Then send it to the parties to check, compare the content, what to do, or correct any misunderstandings if any.
  Video meeting is a means to help the Japanese side and the Offshore side exchange information. Just a little attention when conducting a video meeting will make this exchange successful, contributing to smooth communication between the two parties.

If you are looking for a partner to support offshore development or simply want to learn about outsourcing, please contact 2NF software. We are ready to provide the information you are interested in.