Video conferencing is essential in this modern business world. Hence, it’s hard to imagine a world otherwise. Whether it’s for an interview, business meeting, or a casual video chat, practicing good video conferencing etiquette plays a critical role in coming across professionally.
It’s important to look and sound your best. Knowing your technology before attending a meeting and basic etiquette can help you easily conquer the digital scene.
Be Up-To-Date With Technology
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Imagine it’s your turn to contribute, and you start talking about your part of a project with a joke, but all you see are blank faces. You recover and continue to get back to the point of, and suddenly you get a call from one of the attendees that your camera is frozen. That’s the fate every speaker wants to avoid.
Consider testing your laptop before the presentation to save yourself from such situations. If you have enough time, call an acquaintance that’s also part of the meeting to enter the meeting beforehand to check whether your audio and video are syncing well and working fine. Keep your system up to date, or run it by a technical specialist to ensure that your Windows or Mac doesn’t go into automated update amidst the meeting.
Have Proper Equipment
Investing in appropriate and relevant electronics and devices may seem a little costly, it is well worth the money. Having faulty and outdated equipment creates unnecessary hassles for you during your online meeting. To prevent embarrassment and wasting anyone’s time with lagging devices, you need to have an efficient computer set up. Some gadgets that you may need include.
Webcam/Camera
Most devices have a good quality webcam which is good if a few people are in the video meeting. Still, for conferences with a large number of people, it may be a wise idea to invest in a camera that has a wide-angle and can capture everyone in the room with great visuals. You can find a range of high-quality cameras with different angles, such as the ones found on Logitech Singapore.
Microphone
Microphones usually come built-in in devices like laptops and headsets, but you may need to buy one separately if you have an older PC. Clarity of sound is crucial; there is nothing more annoying than a buzzing or muffled sound when having a meeting. For better sound quality in a video conference, you can consider getting an omnidirectional microphone with the capability of picking up sounds from 360 degrees.
Stable, High-Quality Internet
Make sure you have a strong internet connection that allows all the large amounts of data that usually gets used in video calls. Slow internet can cause lagging which also disturbs the flow of the meeting.
Software To Host Video Conferences
Make sure you have the appropriate software downloaded, set up, and ready to go before the start of your meeting. Popular software choices include Zoom, Google Meet, Microsoft Teams, and Skype. You can weigh the pros and cons of each and see which one fits your needs best.
Angle The Camera Properly
Proper lighting makes a world of difference in how professional you look to others. Ensure that you have good lighting that doesn’t cast shadows. Framing your camera is important so that it doesn’t zoom at a specific part of your face. Setting a camera too low can lead to odd angles that aren’t flattering for your face. Similarly, placing the camera too high is also not a good idea. Whether you’re using your webcam or your phone, angling the camera is essential to making a good impression at the conference.
Proper Presentation
Presenting a professional front on camera is as important as in person. Instead of showing up in your comfy loungewear, dress up like you would when meeting people in the office. Although you may not be required to show up in a suit and tie, wear clothes that look smart, comb your hair, and see that your face is presentable. Another aspect to take into account is your surroundings. Designate a specific place for attending video calls. Make sure the background looks neat and is not cluttered. Let everyone know that you don’t want to be disturbed. Ensure there isn’t laundry piled up in a corner, a kid coming in, or someone walking in the background wearing inappropriate clothes. There are enough videos of embarrassing zoom call moments on the internet, and you don’t want to be one of them.
Resolve Audio Issues
One thing you absolutely should not do is keep your mic unmuted. Most microphones can pick up even minor background noise. Press unmute when you have to speak, and press mute instantly when you are done speaking and make this your mantra. This tip will save you from awkward moments that you may have if you need to speak to someone else or sneeze or cough.
For video conferences, try to avoid crowded cafés, hotel lobbies, or restaurants. The noise and crowd seen in your background can disturb and distract you and the other participants. Using noise cancellation audio devices like air-pods, headsets, or handsfree can silence the background noise for you, but usually, microphones are sharp enough to catch most of it. Additionally, turn down the volume of your notifications. It’s courteous to silence email, calls, and notifications before heading into a meeting. Enunciate your words properly and speak slowly during virtual meetings. Keep in mind that there’s often a minor delay when someone talks, so pause after asking a question or when listening to someone’s response.
Screen Sharing with Caution
Screensharing is one of the easiest ways of explaining ideas and brainstorming in virtual meetings. However, If you’re considering screen share, it’s best to clear out anything questionable or personal that you don’t want to go public. Consider removing any personal photos from the background of your device and temporarily disable any coming notifications from that device. You don’t want your messages or emails popping into view every few minutes. It is best to determine a specific device for work so that notifications like “your grocery is on the way” do not appear.
Avoid Multitasking
It’s quite clear to others when a participant isn’t paying attention during a video meeting. Do not swipe over social media or switch to another tab while attending the meeting because others can notice when you are not paying attention, which gives off a bad impression.
Conclusion
Virtual meetings have become the new normal since the pandemic hit. It is essential to stay up-to-date in this digital age with increasing technological advancements. Before hosting or attending a meeting, you consider a few things that can save a lot of hassle, time, and embarrassment. Having a strong Internet connection and professional presentation with no background noise can make your meetings a pleasant experience for everyone. Staying in the loop with the latest technology and being smart is the key to thriving well in this digital age.