Even before the Coronavirus outbreak, video conferencing was becoming an extremely popular method of business communication. Of course, many more people are now working from home and using video conferencing for the first time. Like any other form of human communication, video conferencing has its own rules and etiquette. That’s why Modern Networks have produced this simple checklist of dos and don’ts to help you master the skills of the video conference.
Your video conference dos and don’ts checklist:
- Ask yourself, do you need a video call or will a voice-only call do just as well?
- Check your Internet connection and equipment is working properly. Avoid having many bandwidth-intensive applications running in the background.
- If you are having Internet connection issues remember, HD video requires approximately 1.2Mbps. A wired connection is better than WiFi; a WiFi connection is better than 3G/4G.
- Advanced video conferencing features such as screen sharing, slide presentations and animation will need more bandwidth to run properly.
- Most popular video conferencing tools enable you to record the session (video and/or audio-only) and save a transcript for reporting or compliance purposes. Remember to switch this functionality on before starting if you need it.
- Be on time.
- Dress appropriately, not just your top half!
- Turn your video on; it will help control the conversation if you can see who is speaking.
- Adjust your camera/webcam so you are framed in the centre of the screen, strange camera angles and the tops of peoples’ heads can be very distracting.
- Ensure the room where you are joining the meet is properly lit so everyone can see you.
- Be aware of your surrounding (animals, kids, strange wall-art, etc.) and use the blur or artificial background functions where necessary.
- Reduce background noise by using a headset and/or microphone.
- Mute voice until you are ready to speak, this will reduce ambient noise and feedback.
- Use the IM (instant messenger) feature to help reduce interruptions and people talking over each other.
- When there are multiple people on a video call, introduce yourself when you start to speak: “Hi, this is Charlie…”
- When speaking, look straight into the camera, not at your screen.
- Don’t start checking your email while on a call, it’s impolite and you will stop listening to what is being discussed.
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