Are you working remotely? Or have you been following a hybrid approach? Either way, video conferencing calls have become a norm. As a result, these dos and don’ts are more important than ever!
Around 96% of the remote workers prefer video conferencing calls and believe that it has improved collaboration in their team. Video conferences have several benefits over audio conferences, emails, and other forms of communication. According to a study by Owl Labs, video conferencing is 30% more effective than audio conferencing.
To make sure your video conferencing sessions are effective, follow these dos and don’ts of video conferencing.
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The Dos of Video Conferencing Calls
Here is what you need to do:
Verify Your Equipment
The best defense against troublesome software, video, and audio issues is to test your whole system before the call.
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Is the camera working?
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Do you have the latest software update?
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Is the audio clear enough?
Overlooking these issues can lead to transmission problems, such as freezing, lagging, excessive buffering, and even crashing your calls. Terminate other applications before the call and request your roommates or house members to avoid downloading large files or playing heavy games.
If you have to join the call from a hotel, use a wired Ethernet jack and refrain from using the dodgy WiFi. If you have one of those laptops that lack the Ethernet port, then a USB adaptor could do the trick.
Although all video conferencing tools boast similar features, they have different workflows and user interfaces. Therefore, become familiar with the system beforehand, so you don’t have to go through the FAQ page after something goes wrong during the meeting.
Many applications offer a test feature so that you can check video and audio on a trial run. If there is none on your platform, arrange a brief one with a colleague.
For more on video conferencing equipment, check out this post.
Join On Time
Treat online meetings as professional meetings and join them on time to respect others’ schedules. Be considerate and courteous of your colleagues’ agendas throughout the day, and make an effort to join the meeting five or 10 minutes before it is scheduled to start.
Signal to Talk
Usually, in real-world meetings, you can always identify visual cues to speak at the right time. On the other hand, you are more likely to accidentally interrupt others during a video call. In addition, there can be a sound delay at play, so wait for a few minutes before speaking up.
You can discuss this matter with others and agree on your video conferencing etiquette. You can also develop a system for asking questions, such as using a chat to ask a question or virtually raising your hand.
The Don’ts of Video Conferencing Calls
Here is what you must not do:
Ignore Security
Like any other technology, video conferencing tools also come with their data security and privacy risks. Take your time in going through your tools’ security settings to protect yourself and those you connect with.
The Federal Trade Commission in the US has released its own guidelines for video conferencing. These recommendations include limiting attendees via unique ID numbers and password-protected logins or setting a lock to the meeting after all the participants join.
The FTC has also advised paying additional attention to sensitive topics, such as the healthcare industry.
Allow for Distractions
Background noise can be a major nuisance during video conferences, regardless of how much effort you put into your appearance and background visuals. In addition, participants can find it uncomfortable and awkward to hear background noises or screaming kids.
Although it is obvious, many people simply forget to disable their microphones when joining a video call. Video conferencing platforms allow you to mute the microphone and switch it on when you are required to talk.
Similarly, you can also set boundaries at home by locking your door and placing a ‘do not disturb’ sign during your meetings. Treating your calls like an in-person meeting will help you to prepare better.
Other than the noise, your dress code must not distract participants. Whether you work from home or at an office, make sure you maintain the dress code related to your company.
Multitask
Multitasking is a common feature in audio conferences. Don’t take this habit to your online meetings, or you might feel embarrassed after getting distracted as other participants watch you at the same time. To make sure everyone pays attention, turn off your phone and close all applications on your PC.
Final Thoughts
Video conferences are here to stay. This quick list of dos and don’ts for video conferencing calls can make a huge difference in your business communication.
