Conducting business meetings and team meetings online via one of the many platforms such as Zoom, Skype, Microsoft Teams and many other services has always been a part of our business lives but it has now become an everyday occurrence in the “new normal” with many people working from home and unable to visit clients.
With so many people now spending most of their day on video calls as part of their day-to-day activities, how can we make sure we follow the correct etiquette during these virtual interactions?
Here are our 5 top tips for successful video conferencing:
Test your technology:
Check that your technology is working properly, you don’t want to delay a meeting with a client or your team because you can’t get your video conferencing system to work or your audio/video settings are incorrect.
Test the video:
Ahead of signing in and joining an online meeting, test the video. Use this opportunity to get the camera at exactly the right level – make sure it is slightly above eye level so that the height is at a flattering angle and you are looking directly into the lens. Make any adjustments by raising your device up on some books or a box to get the correct height. Also, check if you are sitting too close – arm’s length is the optimal distance from the camera for a video call.
Get the correct light on your face:
Front-facing natural light is always best so open your curtains and your blinds and make sure the light is hitting your face straight on. Alternatively, if it is an overcast day, put a lamp behind your computer so that it shines on your face. This will give you a “brighter” look and put you in a very flattering light! Also check your screen brightness and adjust accordingly if necessary.
Choose a designated area to sit when doing your video calls and make sure you always keep the background neat and tidy to minimise distractions. You will always be ready to do a video call and won’t need to worry about what is in the background. Some of the video calling services are offering virtual backgrounds, make sure you choose an appropriate one for the call you are on as these can be distracting in themselves. If you can, go for a neutral colour background.
Treat it like an actual meeting:
Treat it as if you were attending a face-to-face meeting. Make sure you are on time for the call. Stay professional, wear work- appropriate clothing and make an effort with your appearance. Mute yourself when you are not speaking, even though you may think you are being quiet, microphones pick up minor background noises and with platforms such as Zoom, the camera flicks to where the noise is coming from, which is distracting for all the participants.
Finally, be prepared and get settled as you would in an actual meeting, have everything you need close to hand as you will not be able to get up during the call! And most of all, make sure you remember you are on camera, act as if you were together in person. Pay attention, you can be seen if you get distracted, start doing other work or pick up your phone and look at it!
Get in touch with Ilkley IT if you need any advice on which video conferencing platform would be best for your business and if you need help with getting this set up to ensure a smooth video conferencing experience!