As you may be aware, video conferencing has become the number one way to meet with colleagues all over the world with nothing more than your PC or smartphone. With businesses becoming more and more global, it’s become the best solution for colleagues from different branches to get in touch without having to travel halfway across the world. Blue Jeans video collaboration now in UK, so if you’ve ever wanted to try it out for yourself, now is definitely the time.
However, with video conferencing, the rules of etiquette are a little bit different to those of a traditional meeting. What’s ok to do, and what’s a definite no-no? Below are some tips to ensure you have an effective, productive meeting with this new technology, so be sure to keep them in mind.
Do: Be courteous: As with any meeting, physical or virtual, courtesy is key. Log in on time, introduce everybody present as if they were all in the same room, and keep eye contact with anybody you’re speaking to by looking into the camera. Also, be sure to introduce everybody to each other at the beginning of the call. Just because they’re not there with you, it doesn’t mean basic manners can be dropped.
Don’t: Check your phone: Before the meeting, turn the sound off on your phone, or better still, turn it off altogether. Also, be sure to turn off any notifications on your PC, if you’re using it to call into to the meeting. Entrepreneur say that when you’re checking emails or texts, it’s obvious you’re not paying attention to everybody else as your eyes are wandering across the screen. Everything else can wait until the meeting is over.
Do: Check your equipment beforehand: About 30 to 45 minutes before your meeting begins, be sure to check over your equipment and make sure it’s working properly. You don’t want to disrupt or delay the meeting by suddenly having to play IT support. Also, take the opportunity to make sure that the camera is pointing the right way, and that your microphone is picking up sound correctly.
Don’t: Wear loud jewelry: It may not seem important to a video meeting, but your jewelry can affect the call. Large bracelets can clang off your desk, or necklace chains can rattle, which can be very distracting for your fellow attendees. Check your jewelry before you start and remove anything that could be disruptive.
Do: Wear appropriate clothing: On a similar note, pay attention to what you’re wearing. You won’t be in the same room, but everyone can still see what you’re wearing, so be sure to dress appropriately. Also, Advanced Etiquette advice against wearing bold, busy patterns, or overly bright colors, as they tend to interfere with the camera. Instead, try wearing pastels or more muted colors.
Don’t: Shout on the call: On video calls, it’s tempting to shout down the microphone, but resist the urge. NUIT advise that is you speak in normal tones, the other attendees will still be able to hear you. Also, be sure to speak directly into the microphone, as if you move your head about the sound will be distorted.
Do: Be sure the room is neat: Remember that the other attendees will not only be able to see you, but the room behind you too. Have a quick tidy up before you start, removing any loose papers, empty coffee cups, or other common desk detritus around you. Also, check your lighting is adequate, otherwise no one will be able to see you properly, and your tidying up will have been for nothing!
Don’t: Make excessive noise: Emily Post advises against making excessive background noise, such as rustling papers or tapping on a keyboard. It may not seem very loud to you, but it can be very distracting to other attendees. If you know you’re prone to fidgeting, be sure to remove anything that can make a lot of noise from the area before you begin your call.
Do: Be natural: Remember that although this is a video conference, there really is little difference between this and a physical meeting. Try to speak normally on camera, and remember that while you’re not speaking, you’re still visible to the others. Refer to others by name in order to direct questions and comments to them, and remember to thank everybody at the end of a call.
To conclude: Video conferencing is a fantastic way of arranging and carrying out meetings, without going through the additional hassle of traveling to meet up. Thanks to the video, they really are the closest thing to a real, physical meeting. With these tips, you can take the plunge into trying it for yourself and getting the best results possible.
