Video Conferencing Etiquette: Best Practices to Follow

Video Conferencing Etiquette: Best Practices to Follow

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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