Do’s and don'ts of video conferencing

Technology offers multiple opportunities for companies to be able to engage in global business or work with remote employees. As a result, some excellent tools have emerged to help keep people connected and to increase their ability to communicate. Video conferencing has long been a popular way for meetings to be conducted and this is one tech that continues to be used, especially as smart tech continues to progress.

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According to a 2017 survey, 86 percent of businesses said they planned to include video as a part of their unified communications strategy. And why not? Aside from being an obvious timesaver opposed to traveling for conferences, businesses don't have to take money out of the budgets to pay travel expenses.

If you are invited to a video conference it is important to understand there is etiquette that is generally observed. That being the case, it's a good idea to familiarize yourself with the “do’s and don’ts” of video conferencing before the date of your meeting.

Set up the conference area

If you're in charge, you'll want to set an optimal conferencing environment. To get the best quality for viewing and sound, it's a good idea to close all windows, doors, shades, blinds, and curtains. This ensures you'll have good picture quality and no outside sounds to interfere with the audio. Do a pre-meeting checkup, along with testing, to ensure all equipment is working as it should. Don't forget to position your camera and check your user settings to ensure people are brought online at appropriate times.

Microphone etiquette

Position the microphone on the table in a place where it will be able to pick up the voices of all those participating. This will help obtain the best audio possible. By properly adjusting the microphone on the table, the conversation is less likely to be interrupted with requests to repeat comments or questions. If you are connecting remotely, be sure to have your headset ready, you don't want to speak directly at your laptop or mobile device. Also, if you need to put the microphone on mute at any time, it's a good idea to inform the other location you are doing this so they don’t think something went wrong with the connection.

Don’t whisper

A video conference is different than a regular meeting because the microphones will pick up all sorts of sounds. If you whisper, the other participants will likely hear your conversation and it could be disruptive. If you must say something to another member in the room, it is best to discreetly slide a note. However, keep in mind this may be seen too if the camera is pointed in your direction.

Attire

A good rule of thumb is to dress to impress. OK, maybe not your Sunday best, but be professional. When you are attending a video conference it is usually recommended you stick with solid colors and a good choice is light-colored clothing if possible. Avoid “busy” clothing and try not to wear stripes or detailed prints. Solid colors come across better when the video is running and is less distracting.

Focus on the camera

It’s not a good idea to continuously look around or be distracted by other things in the vicinity. Remember when video conferencing people can see you just as you can see them. Sometimes it's easy to forget eyes may be on you so a good rule of thumb is to assume the camera is on you at all times. Use the same mannerisms you would use in a face-to-face meeting and you’ll do fine.

Tip: Don’t forget to smile when appropriate!

Protocol

If you don't already know, find out who is chairing the meeting and allow them to take the lead. They usually set the time, place, and make any introductions or announcements. If a standard protocol is observed, it helps the meeting run more organized.

Video conferences are a convenient way to put together a meeting when participants are not in the same location or if it is difficult to meet because of other constraints. If you observe traditional meeting etiquette and combine this with the additional “do’s” associated with the technological component of the meeting, you’ll do just fine.