People have adapted to using video conferencing ever since working remotely. Video conferences are convenient in terms of saving money for transportation and time commuting to work.
However, there may be difficulties in communicating when video conferencing compared to holding a physical meeting. Following the best practice may eliminate those barriers and let you manage a successful meeting.
There are better and more effective ways when video conferencing, such as improving the video quality and using apps with great video conferencing features and design.
Video conferences may be essential in working remotely. So the best thing to do is to optimize the use of video conferencing apps, as well as follow basic etiquette during an online meeting.
But while technology makes our lives more convenient, it’s not always operating smoothly. Also, distractions in our homes may prevent us from being able to listen or respond well during a video conference.
With that, I’d like to share with you the best practices you can do during a video conference to have better and more effective communication with clients and co-workers. I’ll also share various video conferences and ways to improve video quality.
Lastly, I’ll discuss apps you can use for video conferencing, depending on the number of participants joining the meeting, and which apps you can use on different devices.
1. Always Be On Time
Being on time lets you follow and be right on your schedule, especially if you have other tasks and meetings to attend to. Most importantly, other people in the meeting will feel respected as you value their time, whether they’re your co-workers or clients.
You can do these steps so you’ll be right on time or anticipate any schedule conflicts that may come your way.
- Join the video conference at least 5-10 minutes before the call time – use this time to test your audio and video equipment.
- Set the alarm – especially if it’s difficult for you to wake up early or in case you tend to forget such tasks
- Check your schedule before the week starts – you’ll see if there are conflicts or upcoming events you need to prioritize depending on their urgency or reschedule if necessary.
2. Test Your Equipment, Application, And Connection
Your video and audio during the meeting should be working well for you to have a smooth meeting discussion. Before the meeting, you can ask your co-workers to have a test call and check your audio and video settings, lags, and internet connection.
You can also ask your I.T. department’s assistance to set up your computer with the apps and tools or to check your internet speed and connection for the meeting. In cases of sudden or scheduled internet disconnection or power outages, you can try heading into the nearest cafes or co-working spaces with strong wifi access.
3. When To Use Your Headset
During the video conference, you must listen carefully and sometimes take down very important points. The noise around you would be hard to eliminate if you’re in a crowded or public space such as a co-working space.
Try to use a noise-canceling headset. Also, most headsets these days have built-in microphones that can reduce the background noise so they can hear you more clearly during a call. Even if there’s not much distracting background noise, using a headset will make you more focused and attentive to the meeting.
You won’t have to ask your client or co-workers to repeat what they’ve just said. This minimizes everyone’s effort and time for such redundancy.
4. Observe Video Meeting Etiquette
Simply following these etiquettes could minimize distractions and interruptions and respect the participants during the meeting.
Mute Your Mic When Someone Is Talking
It’s been known etiquette to mute your mic whenever someone is talking. This gives the one speaking the proper attention, and everyone in the meeting will get to understand what the speaker is saying.
Open Your Camera
Sometimes, it may be required, or it’s already a norm within your organization to be on-cam during video conferences. Being on-cam may also mean that you’re still with your client or co-workers in the meeting.
Nodding, giving reactions, and responding to questions while on-cam makes it easier to communicate through video meetings.
Updating The Participants In The Meeting
Suppose you get disconnected because of connectivity problems or a power outage while doing a presentation. In that case, it’s important to give an update to the participants of the meeting.
Your co-workers or manager may continue your presentation or move on to the next so the meeting flow won’t be interrupted.
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Giving an update on leaving the conference call earlier would be very much appreciated. In that way, people won’t be left wondering if you just got disconnected or going to rejoin the meeting.
5. Put A Professional Video Background
Personal and work life have been mixed up whenever working remotely. Separating private space from workspace would help you which to focus at the moment.
By simply putting on a professional video background, you can avoid any distractions to your audience, especially if you’re the one speaking or making a presentation.
6. Dress Professionally
Even though you’re just at home, within working hours, especially in a virtual meeting, you’ll be required to dress professionally. It adds to the element that you’re in work mode instead of wearing pajamas or too casual style, which can make you feel relaxed and reduce your productivity.
A clean and business casual style would be alright as long as you’re
7. Check On The Other Participants
Check whether the participants are having technical difficulties on their end, are on the same page, or can keep up with the pace during the meeting. You can ask them or direct message them if they have any concerns.
The participant needs to be comfortable to give more attention to the meeting and communicate clearly and effectively with other participants.
8. Pay Attention To The Meeting Discussion
You may not have technical or connectivity problems, but not paying attention to the discussion would be hard for you to raise questions or respond to inquiries later.
Remember that meetings are held to address concerns regarding projects, proposals, and events. Maximize the time and opportunity to discuss or resolve it with your team or client.
Types of Video Conferencing
We respond differently depending on who you’re going to have a meeting with. Knowing the video conference you’re in will help you know what to manage and expect during the call.
One-on-one conversations through video calls are more intimate and require less effort to manage the participants involved. This is mostly used for job interviews and for managers to get updates on their employees individually.
Using this type of video conferencing, nonverbal expressions, posture, and tone of voice are more observed, which can help you to evaluate the interviewee’s interest and competence for the job.
Weekly or monthly team meetings will help you manage and get updates on the projects’ tasks. This can be helpful, especially with companies that hire remote employees, such as outsourced ones.
Customer Or Client Meetings
Since you’re video conferencing with a client, learn to test your presentations when screen-sharing or practice the flow of how you would present by recording your test call.
Review the recording and see which area needs to be improved to create better interaction and engagement with the client.
If holding a meeting in an auditorium due to a large number of people won’t be possible, a video conference can be convenient in terms of saving time and the venue.
It’s best to designate a team to conduct and manage the online meeting, such as who will share the screen, host, and admit the participants.
Improve Your Video Quality When Conferencing
A strong and stable internet connection can make your video and audio quality clearer. With that, you can connect your computer via a wired Ethernet jack to have a stronger and faster internet connection.
Best Video Conference Applications
These video conference applications are considered the best because of their great user interface and design, making them easy to navigate.
The Zoom application is popular and is particularly made for video conferencing, as seen in its feature and design. It has various plans, such as business size, which can accommodate unlimited video meetings for many people, especially if you’re going to hold a large meeting.
Other Zoom features include polls and an interactive whiteboard for collaborating ideas.
Skype For Business
Skype can accommodate up to 250 people in a video conference. But it’s better to use it for one-on-one conversations such as interviews or team meetings of up to 10 people. It’s also easy to navigate on your computer, phone, and tablet.
Slack is more known as a messaging tool. But its video conferencing features are easier to navigate if your company is already using the app.
Slack can be organized according to different group chats called channels. You can use Slack by downloading an app or signing or logging in through a web browser.
Some issues with video conferencing may be out of our control, but there are many ways to resolve such limitations.
Following these best practices will keep you on track and manage the video conference well. Eliminating or just reducing distractions and technical issues creates so much difference within the meeting, letting the participants focus more on the task.
We no longer need physical resources for meetings; we can do them through video conferences, saving time and effort while communicating effectively.
Want to know more about video conferencing applications and other productivity tools? Check any of these posts!