Video conferencing is a highly technical and very complicated technology that has been built from the ground up to be as simple and easy to use as possible. Although video conferencing has really become a viable medium in recent years, it has become an attractive option for communicating with friends, family, colleagues, and clients. Despite its simplicity, there are many things you can do, or not do, to ensure a great virtual meeting.
1. Give and take, questions and answers, are the basis of communication. In a video conference, you’re hampered by not having everyone in front of you. This is especially apparent when you ask a question, as it is sometimes difficult for participants to tell who you are talking to. Be sure to say a person’s name at the beginning of your question.
2. One issue specific to virtual meetings is the mute button. Mute buttons are essential to having an orderly and quiet meeting, and their use should be encouraged. However, they can slow down question-and-answer sessions, especially impromptu ones. When you ask someone a question, be sure to give them a few seconds to respond. This gives them time to activate themselves.
3. With everyone separated, it is difficult to reach a consensus. Asking people to raise their hands if they agree only works in smaller video conferences where you have a window for each person. In larger calls or multiple meeting rooms, it may be impossible to get an accurate response. Frame your questions to address the fewest number of answers. For example, don’t ask if everyone understands; ask who does not understand.
4. Video conferencing technology is high-tech, but that just means it will do what it’s supposed to do. Yelling or talking loudly is not only annoying, it also shows inexperience with virtual meeting technology. Speak in a normal tone of voice. Don’t worry, they will listen to you.
5. If you can’t help but worry that people won’t hear you, test your sound first. Have your participants introduce themselves at the beginning of the conference. Not only will this help break the ice, but it will also allow you to hear its volume and sound quality. If you’re still itching for your own production, just ask someone if you can hear it okay.
6. It may seem counterintuitive, but you shouldn’t look at the people on your screen too often, especially when you’re talking to them. The best place to look while speaking is directly into the camera lens. Your participants will have the impression that you are looking directly at them. This creates a more trustworthy and enjoyable experience between you and them.
7. If you’ve done your preparations correctly, you know exactly how far you can move in front of your camera. To help you hit your “mark”, use your mouse as an anchor point. Hold the mouse naturally while setting up your camera. Then, as you go back and forth, pay attention to how much your arm bends or straightens. When you’re live, you’ll be able to stay on screen without being distracted.
8. Unless you’ve spent between $50,000 and $150,000 on your video conference setup, you won’t have a perfectly smooth video indistinguishable from real life. Therefore, you must work within the limitations of your equipment and the bandwidth of your participant. The most important thing to remember is to keep your gestures small and your movements slower than normal. A little attention to this detail will minimize any choppy effects.
9. Your clothes say a lot about you, but through a video conference, some clothes say it loudly. To provide the best view of yourself, try to dress in light, muted pastel colors. Bright, flashy colors can make your skin look weird on screen. Do not use completely light or completely dark colors to avoid any white balance or contrast issues. Busy patterns are also something to avoid.
10. While your clothing tells participants about you, so does where you plan to deliver your talk from. Besides the obvious point that what you have on your desk and behind you will impress your participants, it can also be detrimental to the quality of your video. Try to have a clean or bare background with a neutral color. Keep all areas visible to the camera neat and uncluttered. Not only will you look better on screen, but it says something about how you work.
Video conferencing is a great way to save money, time, and energy while getting as much or more work done than ever before. They’re high-tech and worth a lot of “cool” points in the business world. With the time and planning, your video conferences can be like technology itself: complicated, yet seamless and cutting-edge.
