Maximizing Productivity Through Screen Sharing: A Practical Guide

The screen is an essential element in the digital world. Offering endless possibilities, it is a powerful vector of information that you can put to use. By sharing your screen, you facilitate communication, engage your audience and become more effective. A real productivity driver, however, requires the use of appropriate tools and the implementation of best practices. In this article, we provide you with all the tips that will allow you tomake full use of the potential of this feature.

How does screen sharing work?

Screen sharing is a feature that allows you to stream content from one screen to another screen, or even to multiple devices. This allows users to quickly exchange information visually. This process is powerful because it goes beyond words. For a presentation or to assist an individual, screen sharing is a very relevant solution in order to adopt a clear speech that is accessible to all, because it is based on visual information.

The different uses of screen sharing

Sharing a computer screen or a mobile device makes it possible to respond to several specific problems.

In education or training

In education or in professional training sessions in companies, screen sharing is a key training tool. Indeed, they have the ability to create engaging presentations by sharing images, videos or other educational materials with participants.

In the business world

In business, this feature is taken advantage of during videoconference meetings. Screenshots or screen sharing are all ways to share information quickly and effectively. In addition, it is at the heart of collaborative work, in the same way as sharing documents, because it offers the opportunity for collaborators to show their peers the progress of this or that project.

For technical support

Finally, customer support often benefits from screen sharing. IT support is able to take remote control of a computer in order to help the customer. The remote user can also benefit from the technician's screen recorder, which can show him how to act on this or that part of the system.

The benefits of screen sharing

A screen sharing session mainly has three significant advantages:

• Encourage remote work: Video conferencing systems that offer file sharing or screen sharing allow a team to work together even if there is a great distance between the participants.
• Offer qualitative presentations: A tool that offers the opportunity to duplicate your screen allows you to share images, sounds or videos that engage the target audience. Whether it's distance learning courses or professional presentations, screen sharing with audio and video makes it more relevant.
• Gain clarity of purpose: Sometimes words are not enough. Screen sharing, like instant messaging, makes it easier to talk and solve problems faster. For technical assistance, remote access saves valuable time for customers looking for quick and concrete solutions.

The challenges and concerns of screen sharing

Despite all these advantages, this feature also presents difficulties that need to be understood in order to best solve them.

Privacy and security issues

One of the most significant pitfalls is the problem of maintaining sensitive information. Screen sharing for employees exposes information in a way that is sometimes not very controlled. For example, an employee may unintentionally reveal confidential information. In addition, these features may present cybersecurity risks such as inappropriate session recordings, unauthorized access, or malicious software that could allow an attacker to take control of the computer remotely.

Technical difficulties and connectivity issues

There are many factors that can affect the quality of screen sharing. So, if you want to organize meetings and view your computer screen, you must first check several parameters. High bandwidth, a stable internet connection as well as sufficient sound and video quality are conditions sine qua non for successful sharing.

Need for training or adaptation

Any technician who wants to take control of a remote desktop or any collaborator who wants to use screen sharing during a video conference must prepare in advance. Indeed, it is essential to know the tool well before initiating a sharing and manage data security issues. So, a training course involving several participants can be very relevant in order to guarantee the team's performance in the long term.

Tips for effective screen sharing

Finally, to take advantage of screen sharing, it is necessary to follow some practical advice. So you will be able to take advantage of the advantages of this feature without worrying about its main limitations.

Preparing before screen sharing

First, prepare in advance. Ensure that the required documents, websites, web browsers, or applications are open and ready to use. Also, remember to close all irrelevant windows to avoid distractions, but also any windows or applications that may contain confidential data.

Best practices when sharing screens

To optimize the sharing of information and increase the engagement of your audience, feel free to use a pointer or highlighter. This way, participants will immediately understand what you are talking about during your presentation. In addition, this tool can be used to surround interesting information.

Management of potential problems

In the process of sharing, if you encounter difficulties, Do not hesitate to close applications that use a lot of bandwidth. You will then be able to free up some for your screen sharing. Be sure to answer participants' questions and encourage them to speak up to make sure everything goes smoothly.

Transform the way you work and collaborate

Seemingly simple, screen sharing is actually a powerful tool. Also relevant for education, collaborative work, or technical assistance, it can be used in a variety of situations. However, he should be used wisely and by implementing best practices in particular in order to preserve the security and confidentiality of data.