Life Style

15 smart video conferencing etiquette tips to follow

During the pandemic, video conferencing replaced face-to-face conferencing and is now a standard option for business conferencing. For the past 17 months, most workers have overcome the learning curve of video conferencing using Zoom or Microsoft Teams (or the platform of their choice).

However, as with face-to-face meetings, attention can be diminished. Some people aren’t used to staring at the screen. Instead of sticking to it, try adopting smart video conferencing etiquette. Otherwise, you run the risk of inadvertently flagging yourself as lazy.

Make a professional a professional

After over a year of tweaking, here are the new rules for video conferencing etiquette.

1. Mute mobile and other devices

The first video conferencing etiquette you need to know is to mute other devices. As in the pre-COVID era, someone’s unpleasant ringtone that rings Taylor Swift’s latest single in the middle of a meeting is also annoying if it occurs during a zoom meeting and is inevitable to turn off the sound. It takes a lot of trouble. Even an apology to the group can be a hassle.

Also, when notifications are activated on the computer used for the meeting, incoming messages take over the voice and miss conversation snippets. Be sure to eliminate this potential fake.

2. Dress up the parts

When you work from home, you may fall into the habit of wearing the most comfortable T-shirts every day. Hey, no judgment! However, pay attention to the appearance before logging on to the video conference.

Consider dressing the part of the professional you want to project, depending on the culture of your company and the importance of your meeting. It will help you feel more confident and others will take you more seriously.

For women, wear light makeup and earrings to make sure the blouse is crispy. For men, it appears freshly shaved. It is usually sufficient to wear a plain crisp collared shirt.

Professional tips: Do not wear unless the white or black color suits you. Consider wearing light blue or brown instead.

3. Stage the workspace

Did you notice the background of the experts interviewed on the news program? The bookshelves and photos are carefully selected and you can’t see the busy furniture and artwork.

When choosing a video conference location, pay attention to what is displayed behind it. A pile of junk mail on the table and a pile of folded laundry on the sofa tell you more about your personal life than you want to share. Try to get rid of clutter from the camera’s eyes and present something tidy. Organized workspace To colleagues, colleagues, bosses.

4. Put some thoughts on lighting and outlook

Keep in mind that in video conferencing, your computer’s camera can actually look up to 10 pounds heavier, depending on where you are sitting. However, you can easily drop the added pounds by returning from the screen and reducing wide-angle distortion.

Tilt the screen up and down to frame your head on the screen. It is also advisable to place yourself in front of windows or bright light to avoid casting shadows. Instead, head towards the light source and move the light source (or yourself) until you get a flattering amount of lighting. You can also buy a small spotlight that can add light if you want.

Professional tips: If the light gives your skin too redness, consider balancing with a green filter.

Remember that half of your life is emerging

5. Arrive on time

In the old days of face-to-face meetings, it was almost impossible to arrive late for a meeting without being noticed. Today’s video conferencing shows a format that is still inadequate even if you log in late. Instead, arrive 5 minutes early and try to calm down.

When the meeting begins, the organizer may not pay much attention to waiting for late arrival to enter the room. Distracting the organizer’s attention from the meeting with a late admission request is the ultimate prize for not keeping the schedule. If you don’t want to blacken yourself, log in on time.

6. Turn on video

Few people want to see their face on the screen, but in a video conference they get up and turn on the camera. In most cases, it’s better to have an on-screen face than a blank square name. Your statement will be more memorable when other meeting attendees can see you.

If you need to turn off the video due to poor connectivity, room turmoil, or a short break, use the chat feature to briefly explain. Then return to the video as soon as possible.

Professional Tips: Keep your description for your departure piti. “I’m sorry! The doorbell rang. Go back to 5.” Everything says. Respect what you said in the chat and make sure you’re actually back in 5 minutes.

7. Plan ahead before sharing your screen

Don’t be the one who keeps everyone waiting when you click on a folder to search for a document. It’s just a poor video conferencing etiquette. If you know you need to share a document or video on your screen, pull it out of the folder to your desktop and prepare it. It also cleans up files and folders on your desktop to reduce clutter and make it easier to access. Close other programs such as chat, calendar notifications, and email. Disable pop-up notifications to avoid unexpected distractions.

Before the meeting, be sure to remind the host that you need a host to activate the screen sharing feature. When you’re done, press Stop Sharing to return to the screen with the participants and show courtesy.

Beware of nasty details

8. Make sure the meeting remains the correct size

With easy access to video conferencing, meeting invitations can be extended beyond core groups to include everyone who is peripherally involved in the project.But as in the face-to-face case meetingThe more people involved, the more difficult the meeting becomes.

When asking others to join a video conference, make the right decisions so that they don’t waste their time and that they are fully involved.

9. Don’t forget to “unmute” before speaking

Most of us will be able to count the number of video conferencing on the one hand when someone doesn’t have to remind them that “you are muted!”. Forgetting to unmute before speaking has become one of the most common mistakes in video conferencing.

By managing the mute function with perfect control, it shows everyone the calmness of an impeccable video conference.

10. Keep points to reduce the length of the meeting

As with face-to-face meetings, you still need an agenda with a discussion time limit to stay focused on the meeting. However, according to the data, video conferencing can actually reduce meeting time. Reasons include the ability to eliminate commute time, share screens and annotate to keep everyone working.

In addition, video conferencing makes it virtually impossible to have a side conversation because you can no longer interact with your neighbors.

Professional tips: If you are running a meeting, please let attendees know in advance the protocol of the chat function. Is it okay for them to “chat between them”? (See also point 11.)

I have time and place to talk

11. Chat properly

Use of chat features during video conferencing, such as side conversations and text messages in face-to-face meetings, can be rude unless directed to all participants. Therefore, it is good video conferencing etiquette to care about the use of chat.

At the start of the meeting, you can ask the organizer if it is okay for participants to use the chat feature. This allows you to disable it if desired. When used properly, it can be a useful tool for clarifying and amplifying previous points when a conversation begins, and for informing the group that they need to sign off early (and why).

12. Use the “Raise Hands” feature to avoid interruptions

Due to the slight delay in many video conferencing, you may talk to others when you try to jump into a conversation. To avoid this annoying interruption, use the Raise Hand feature to signal the host you want to talk to and indicate if you have something to add to the discussion. This effective conferencing management device makes video conferencing smoother, especially in large groups, but needs to be activated and monitored by the host.

Professional Tips: For meetings of 6 to 10 people, raising the old-fashioned hand may be the best option. But it depends on the organizer of the conference. Ask them what they like and follow them.

13. Do not record or take pictures of your session without your prior permission

In this case, I’m worried about not sharing. The “shared culture” prevailing through social media is of little use in video conferencing. Be sure to ask for consent to the complete list of participants before recording the meeting or capturing screenshots of the participants. Knowing that a video conference will be photographed or recorded may have something to do with the willingness of others to discuss.

Manage yourself

14. Minimize distractions

While deactivating audio and video features Distraction To get full attention to the meeting, you need to manage the noise and confusion on your side, as it will affect other participants.

Get out of the busy zone of your house, keep the doors closed, and encourage your family to be considerate.

15. Save the snack for later use

Save snacks later or for early. You cannot eat during the video conference. Munching in front of a group near the camera, as in a video conference, allows participants to see your food consumption process up close (too) personally.

However, it’s perfectly fine to drink quietly from a glass of water or a cup of coffee or tea. If you are threatened with a meeting lasting more than two hours, we recommend that you ask the organizer in advance to take a five-minute break along the way.

Final idea

Boss is now beginning to ask workers to spend part of their working days in the field, but up to 80% allow employees to work remotely for at least some of their time. This means more video conferencing in the future. Mastering etiquette tips for these video conferencing can help you not only dial in, but also dial back your participation, demonstrating an unwavering level of involvement in your team.

Featured Photo Credits: Chris Montgomery via unsplash.com

15 smart video conferencing etiquette tips to follow

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