Video conferencing is a normal work activity for people across the world. It’s perfect for speaking to people in different locations without having to meet in person, and it can save everyone a lot of time and money.
But is your video conferencing etiquette up to scratch? Here are some rules to follow to ensure you are communicating effectively.
Table of Contents
How to Stop Being a Video Conferencing Klutz
Get Your Setup Sorted
The first thing you want to do is ensure you have the right setup in place. For business meetings, that will include a good computer along with a high-quality camera and microphone. You have a wide range of options for the video conferencing solution you use, from Skype to Google Hangouts, so choose the one that’s right for you.
You can also prepare in advance so you don’t experience any problems during the call, so set up a good IT network.
Professional IT consulting services can provide IT networking services to design a better computer network and boost efficiency. You don’t want your connection to go down when you are in the middle of the call, so get optimum performance by using the latest technology and don’t worry about calls again.
Check Everything Is Working
Once you’re all set up, you will want to follow the right video conferencing etiquette. The first thing to do is check that your microphone is on and working, and that the person or people you are speaking to can see you properly.
Get into a suitable position. If it is just you on the call, sit at your desk in a professional setting. If you are in a home office, make sure there is nothing distracting in the background.
Make sure the room is lit properly, and set up a good angle for your camera. This should not be too high or low, which can be distracting, and eye level is best.
Don’t Type While on the Call
One of the worst things you can do while on a video call is to start typing. The sound is distracting, and it gives the impression that you are not paying attention.
It’s okay if you are searching for something that you need to use in the call, and you explain this, but just going off and typing should be avoided.
Mute the Mic when You’re Not Speaking
At any time when you are not speaking for a longer period of time, mute your microphone. Do this even if there is no one else in the room with you because background sounds can be very annoying. Let the speaker focus on what they are saying without having to listen to the sounds of your office.
Interruptions in any meeting are distracting for everyone involved, but they can be particularly annoying in video conferences, as one interviewee on the BBC recently discovered while on a live call from his home office.
Put up a sign on the door or on your desk to alert people to the fact that you are on a call. Interruptions can happen, and everyone understands this, but try and avoid them if you can.
Hold Better Video Conferences
Video conferencing is becoming the norm when it comes to communicating with people at work. Whether you’re speaking to a client or business partner, make sure you follow good video conferencing etiquette and ensure your video chats are a success. 🙂