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Do you know how to act professionally in video conference meetings?

Video conferencing has been around for decades now. But unlike before, it is now an affordable tool for corporations of every size. When it was first introduced, only big companies with deep pockets were able to utilize this premium solution. However, with cloud technology,  small and medium scale businesses are now also able to implement video conferencing and take advantage of more flexible schedules, increased productivity and reduced travel costs. Yet despite how popular it has become, there are still many people who do not know the proper etiquette for participating in a video conference.

To help you out, here are the most common do’s and don’ts of video conferencing today.

Do prepare for the meeting…

  • Create an agenda (and send it out ahead of time)
  • Assign speakers
  • Create appropriate visuals and documents to go with your video presentation

 

Don’t go off topic…

  • Keep meetings focused and on target
  • Follow the created agenda
  • Create another meeting for other topics or issues if need be.

 

Do be courteous to other participants…

  • Be punctual.
  • Introduce yourself before speaking.
  • Put your devices on silent and absolutely no texting during the meeting.

 

Don’t be late…

  • Treat a virtual meeting like an in-person meeting
  • Join the meeting 15 minutes earlier than the appointed time.
  • If possible, let the group know ahead of time if you can’t be on time for a meeting.

 

Do speak clearly…

  • Test your audio before the meeting begins.
  • Know your material (avoid unnecessary long pauses).
  • Speak naturally (not too loud and not too soft).

 

Don’t work on something else while in a conference…

  • Even if you are bored…
  • Even if you are busy…
  • Even if you have nothing to contribute…

 

Do mute your mic if…

  • You are in a public space…
  • You can’t control noisy distractions…
  • You are just listening in to the call but have nothing to contribute.

 

Don’t position your video conference camera too low…

  • Make sure the camera is eye-level
  • Ensure there is enough light.
  • Avoid weird angles like side views and close-ups of necks and torsos. 

 

Do Follow up with participants after the meeting…

  • Follow up on action items.
  • Ask for feedback.
  • Ensure everybody is on the same page and has all their questions answered. 

 

Don’t wear your house clothes…

  • Dress professionally
  • Avoid crazy patterns or stripes (they do not transmit well on camera)
  • Go for a pastel or other light coloured shirt.

 

Hopefully, these tips can help you achieve a more proper and respectful video conferences in the future. For tips on general workplace etiquette, click here

 

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