IMPROVE THE COMMUNICATION FLOW AND SAVE TIME:
WHY IT'S IMPORTANT TO ABIDE BY VIDEO CONFERENCING ETIQUETTE
It is important to learn about the do's and don'ts of video conferencing in current times. Video conferencing enables people interaction to take place, whether in rallying multiple offices, supporting teams and remote workers or facilitating client and vendor relationships. Learning how to do things properly reduces distractions, helps improve the communication flow and saves time.
TREAT IT AS A PROPER MEETING
It is important to view the meeting as a proper one. Although you might be in your kitchen or spare bedroom during the meeting, some conditions must be met. On top of the essential conditions of good lighting, clear uncluttered surroundings and wearing the right business clothes, make sure that you read the meeting agenda. Just as you would in a normal meeting outline your ideas and thoughts about each topic so that these may be shared. If you are hosting the meeting make sure that there is a time constraint, that the meeting has outcomes and that there are coffee breaks if possible.
The video conference call should be taken in a quiet area, distraction-free, and all necessary accessories should be on your desk e.g. notebook, pens, drinks, etc. The lighting should allow other participants to see you well. If you want to alter the appearance of your chosen room, use virtual background features offered in Zoom or, if youíre using Skype or Microsoft Teams, use the "background blur" feature to blur the actual background and place the focus of the video on you.
MAKE SURE THE TECHNOLOGY WORKS
Nothing is worse than being in a virtual meeting where the sound and video are not working. Please give yourself enough buffer time before the meeting to check that the technology is working. It takes more than three minutes to set up and start meetings. Also make sure that you mute yourself when not speaking. This is to ensure that there is no distracting background noise during the meeting.
Punctuality is a key element in virtual meetings. Please show respect towards people's time. This will allow you to develop deeper relationships with your team mates or clients and make room for a productive meeting.
It is tempting to check your email or respond to a message from a colleague while attending the virtual meeting. This activity will prove distracting to others as your attention wonít be on the meeting itself and people can see or hear you type away (if you haven't muted your audio). You will also miss out on key points outlined at the meeting and this will have negative consequences for you. You will also miss out on developing strong connections with your team mates, a very important asset in the reduction of isolation among remote workers.
MAKE SURE YOU PARTICPATE
On top of using technology correctly i.e. muting and unmuting when you need to remain quiet and when you need to talk respectively, please make sure that everyone knows when they can have their say. It's all about raising hands and consensus.
When there is a video conferencing strategy in place, as described above, all is set for a productive meeting which can help strengthen bonds and reduce the sense of isolation among team workers. It will make sure that outcomes are reached and that business is successful.
If you want to find out more, set up productive video conference meetings, please contact Richard
1. Blog: Flexible Working - October 2020
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