What are the tips for better virtual meetings?

Given the current situation of the coronavirus pandemic, the need to utilise remote working tools like video conferencing has become paramount to business continuity as many buisness begin the working from home culture. 

In normal circumstances, video conferencing can save travel time and increase productivity, thus it has been increasingly changing the business world significantly. Now, the impact of the technology we be felt like never before.

This technology can range from free social software such as Skype and Zoom, No matter what technology it adopts, it is imperative to make use of video conference best practices in order to have a productive video conference and here are my 8 best tips for effective video conferencing.

1. Make sure to have a stable internet connection
The most important aspect of video conferencing happens to be a stable as well as fast internet connectivity. Once the connection is slow, it will affect the conference adversely with visual disruptions and inconsistent audio.

When you are using your laptop, make sure to adopt a LAN cable that will help guarantee a stable Internet connection. Go for a secure connectivity along with advanced encryption and password protection in case your only choice is wireless connectivity.

2. Dress properly
Keep in mind that it is a formal setting and therefore dress accordingly. Being the representative of your organisation, you should not act and dress that will jeopardise the prestige of your company. Wearing too many multicoloured outfits is not recommended during a video conference.

3. Send an agenda prior to the conference
It is imperative to include an agenda for the meeting along with the meeting invitation. This will enable the guests to understand the reason why they have been invited and also they will be able to prepare appropriately. Distributing a material via email or in the office will also be a smart idea.

4. Get rid of any distraction
Prior to the meeting, make certain that there is no obstacle in the line of sight of your camera which can distract the other participants. Also, make sure that your cell phone is kept in the silent mode during the conference.

5. Be acquainted with video conference features
Try to eliminate any background noise while the conference is going on, which should also minimise any echo from the microphone. Moreover, make it a point to inform the participants how to mute as well as unmute the microphone and ensure that all of them are making use of this feature. Also how to project your screen in case you need to walk the participants through some presentation on your computer. 

6. Never speak at the same time
It becomes really challenging when there are lots of guests in the same conference. You need to practice patience and refrain from speaking while others are expressing themselves. It is suggested for the host to hold his queries until the end so that everybody gets an opportunity to voice their opinions. It is up to the host to manage the conference in order to make it successful. This to me is the most challenging bit as body language play a part to signal when a speaker is done speaking. 

7. Select an appropriate venue
As a matter of fact, some conferences deserve a more professional setting. It is suggested to make use of a dedicated conferencing room with high-end video conferencing equipment, particularly if you are dealing with a new customer or you might even book a room in order to generate a more reassuring environment. Starbucks is fine but don’t do it in front of the ordering counter. Extremely distracting….

8. Get a good angle.
You don’t have to be a movie star to know your most flattering angles. Place your camera in a position that allows your head to remain in a neutral position. Not only does this provide the most flattering angle for your face, but it eliminates distractions caused by bad camera placement. No one wants to look up your nose or at the top of your head. Consider your video conference just like you would a face-to-face conversation. Make eye contact at eye level to ensure the best connection.

At present, an increasing number of organisations are resorting to video conference and as a result, the workers must be prepared for these types of meetings. Try to keep the above-mentioned video conferencing do’s and don’ts in mind to make your subsequent video conference successful, which will help increase the efficiency of the meeting and also avoid any undesirable situation.

Stay safe. Stay healthy everyone.

Check out my related post: Two pizzas at a meeting anyone?


Interesting reads:

https://highfive.com/blog/5-body-language-tips-better-video-conferences

https://www.entrepreneur.com/article/238902

https://www.inc.com/guides/2010/12/5-tips-for-conducting-a-virtual-meeting.html

https://www.nten.org/article/9-best-practices-engagement-virtual-meetings/

https://www.whygo.net/the-grapevine/video-conference-dos-and-donts

https://www.business.com/articles/video-conferencing-tips/

https://www.information-age.com/top-10-tips-effective-video-conferencing-123466657/

https://www.theringer.com/2020/4/1/21201409/eight-types-people-zoom-video-calls-social-distancing

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