Have you ever attended a video conference where other
members were distracted, unprepared, dressed inappropriately, or just plain
unprofessional? If you have, then you know there’s nothing quite as
exasperating as that.
Everyone’s goal should be to have a professional,
productive, and organized video conference. That’s where video conferencing
etiquette comes in.
Mastering video conferencing etiquette is essential in
today's work environment. Not only does it help make virtual meetings more
enjoyable and effective for your colleagues, but it also enhances your
professional image. It can leave a positive impression on your boss.
If you’re interested in discovering the best video
conferencing practices, keep reading on.
Familiarize yourself with your meeting platform
Make sure to get to know the video conferencing software
you’ll be using during your meetings. This is no different than finding the
conference room and checking it out on the tour of your new office.
Familiarizing yourself with it before the meeting will help
you use different platform tools and features without being distracted during
the meeting itself. Similarly, if you’re hosting a video conference,
you should choose the platform that others have likely used before and will be
able to catch on quickly.
Different video conferencing platforms have different
features so make sure you position yourself as an expert by confidently
navigating and utilizing the platform.
1. Know the meeting agenda
Just like in-person work conferences follow a certain
agenda, so do virtual ones. That’s why you should ensure you know the meeting
agenda well before the meeting.
Knowing the agenda will leave you prepared and ready to ask
important questions. In turn, this will help the meeting run smoothly and not
last too long.
Make sure you ask for the meeting agenda before every video
conference. The conference host will value your preparedness, and you'll enter
the discussion with greater confidence.
2. Be on punctual
Punctuality is crucial in in-person meetings just as it’s
crucial in video conferencing. Strive to join virtual meetings either on time
or early. If you’re the host make sure you're early and you don’t keep your
team members waiting. It’s poor etiquette to keep your team or clients waiting.
Take time to check your connectivity, microphone, and
camera. Starting early will give you time to figure out what’s wrong in case
there are some technical issues.
Joining early allows you to break the ice and catch up with
coworkers before the meeting begins. Often, some of the best ideas and
solutions emerge during these informal moments.
3. Dress appropriately
Video conferences shouldn’t be any different than in-person
meetings in this respect either. Dress appropriately for each video conference.
And if you’re unsure of the dress code, make sure you ask the meeting host for
the guidelines.
Usually, the dress code will require professional clothes.
In addition to that, comb your hair, wash your face, and apply some makeup. You
can even put on some shoes, and that’s it.
Even though others may not be able to see your lower half,
it's still advisable to wear pants or a skirt to match your shirt or blouse.
This will help you feel more polished and prevent any potential embarrassment
if you need to stand up during the meeting.
4. Give the meeting full attention and minimize distractions
Distractions can happen to anyone but it’s advisable to
minimize them as much as you can. Being distracted and doing other things
during the virtual meeting isn’t according to etiquette. Make sure you give
your meeting full attention.
Minimize distractions by silencing your phone, lowering
background noise, closing other sites and apps on your browser, don’t
multitask, don’t fidget, and so on.
Instead, try to keep your hands visible to the camera, and
take notes in a notebook if necessary. By reducing the distractions, it’ll be
much easier to focus and actively participate in the meeting.
5. Choose a clean background
A messy and disorganized background doesn’t paint the image
of professionalism. On top of that, it can distract other meeting participants.
Before you join the meeting, check what your background looks like in the
camera.
If you don’t have a home office or a dedicated space, choose
an area with a plain background. Avoid rooms that others need to pass through
or access frequently, as this could lead to video or audio distractions and
interruptions.
Additionally, make sure you remove anything unprofessional
from your background, such as picture frames or posters. Take a moment to clear
away any clutter. A tidy desk and background will help you present yourself as
the polished professional you are.
6. Speak directly to the camera and make virtual eye contact
Maintaining eye contact is a crucial aspect of effective
communication. This should be no different for video chats and other virtual
communication.
Instead of looking at one person you’re, try looking
directly at the camera lens. This will make you appear to be looking directly
at all meeting participants. The same goes for speaking. When it’s your turn to
speak, ensure you speak directly to the camera.
If you can, try to memorize your presentation notes to avoid
looking away from the camera. If you need to refer to your notes, do so with
glances, quickly returning your focus to the camera. Otherwise, avoid fidgeting
and touching your face because this can be incredibly distracting and can make
you appear nervous.
7. Turn off your microphone when not speaking
Another video conferencing etiquette you may or may not know
has to do with muting your microphone when not speaking. It's common courtesy
to mute your microphone when you're not speaking during a video conference
call.
Microphones can capture even minor background noises, such
as someone in your house talking, vacuuming, or lawn mowing. These distractions
can interfere with the meeting and make it harder for others to hear the person
speaking.
So ideally, you should turn off your microphone when not
speaking, or use headphones with a microphone to help isolate your voice.
Additionally, try to be in a room with closed doors and tell your family to
keep the noise to a minimum for the duration of your meeting.
Conclusion
For everyone who works remotely, video conferences and
virtual meetings are highly important. Noting can truly replace in-person
meetings, but virtual meetings are a pretty good substitution. If you follow
these video conferencing etiquette, your meetings are likely to go smoothly and
last short.
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