Sunday, May 24, 2020

Video Conferencing Etiquette

Video Conferences: How to look and act your best in video conferences or media interviews. Remote working these days often involves video conferences - here are some tips to go through it in a professional manner.

Video is not always the medium of choice. The question is: What is the purpose of the conference? Getting to know each other? Then video makes sense because it builds up closeness faster. Is there a joint discussion?
Be Prepared
Have all your talking points and documents ready beforehand. If your colleagues need to see a document, send it before the call and make sure everyone has access to all the necessary data prior to the video meeting.

  • Check Your Background
    Try to turn your working space, especially the background from which you talk, into a more professional area. Move plants to the side and let not everyone peak into your bookshelf, filled with romance or political and religious books. If you’re using Zoom, you can even switch to a virtual background.
  • Be on “Eye Level” With the Camera Lens
    No one looks good when filmed from underneath, showing mainly chins and noses… Always look at the camera whether you are listening or talking.
  • Lighting
    An important aspect of any successful video meeting will be proper illumination with minimal glare. Poor lighting could leave your audiences in the dark. Go for natural illumination; however, make certain that it will not distract the participants on the opposite side.
  • Dress Accordingly
    As the representative of your organization, dress in a way that will not jeopardize the prestige of your company. For example, no large patterns, loud colors, and t-shirts.
  • “Public Appearance”
    Never say or do anything near a camera that you wouldn’t want broadcast to millions. Avoid political, religious, or risqué topics. After all, you are on the Internet, which means video might stay there forever
  • No Distractions
    Make sure that your cell phone is kept in the silent mode, that your kids are kept away, as well as dogs or cats, during the conference.  Eliminate background noises while the conference is going on, and minimize any echo from the microphone. Practice patience and refrain from speaking while others are expressing themselves.

    More Tips:
  • Make sure to adopt a LAN cable that will help guarantee a stable Internet connection.

  • Top-quality video conferencing software such as ezTalks Cloud Meeting will aid in facilitating proper business communication.
  • Before your video conference, take some time to save your work, close any apps and programs you won’t need or contain personal data, or use too much CPU power.
  • Clean up your screen: If you’re going to share your screen during a video call, take extra precautions so people can’t see anything private or potentially embarrassing.
  • Test your internet speed with or If you’re not getting enough speed, move closer to your Wi-Fi router.
  • If you’re going to be a part of online meetings every day, you might want to consider buying a better camera and/or headset.
  • Use headphones or earbuds when you’re on a video call. Because of the close proximity to your mouth, it will sound better than using your laptop’s built-in microphone.
  • Only one conversation at a time, let people finish, otherwise, no one will understand anything in the end.
  • Start videos! This way everyone can see themselves, experience reactions, and feel part of the team.
  • If you look at the screen, everyone feels personally addressed and involved
  • Working remotely can be tiring: schedule more but shorter breaks

Start the day with a short online meeting, a so-called check-in. Here the tasks of the day can be discussed, but also personal matters. End the day with a final meeting, the checkout. This clearly defines the border between work and leisure time.

Video is also useful - the voice is complemented by facial expressions. Is it just about communicating something? Then it is enough if the presenters are visible - the rest listens without video. Personal conversations are often most effective simply as a phone call, especially if you already know each other.


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