1.Make sure you use the right equiment both parties in the conference need to be connected via the Internet using one of several available services like SKYPE or Adobe Connect, or NetMeeting.

2.SKYPE is good for one-to-one conferencing if you want to retain the video aspect. You can have up to 15 callers in a SKYPE call, but will lose the video with the third caller. SKYPE is free.

3. So the people in the conferencing will need to have a webcam, speaker and microphone. But headset will work better in the work place because it will not bother others.

4.Decide on the time for the video conference and make sure all parties are given log-in information or are at their desks ready to accept a video call and make sure all the equiment is working and ready to uses.
5.Have an agenda or schedule prepared so the conference can move along on time. If there are handouts, make sure they are emailed to all participants before the start of the conference so everyone is prepared and some chat sites have feature so they can asjk questions. Set guidelines for handling interaction like questions and comments.