The way people work after a pandemic suggests that virtual meetings are likely to stay even though people are back to working on-site and having in-person meetings. And there are different dynamics to within both spaces. For remote roles, how to become a pro at video conferencing is one of the top skills you want to have. 

No matter how often you have virtual meetings, they can still be hard to understand. But these tips and tricks for video conferencing could save your job.

How to get ready for a video call.

1. Choose the best way to do it.

It is best to keep tasks in sync, but not every plan needs a meeting. Before making a plan, you should always ask, “What is the best way to talk about these things?” Is getting updates by email, phone, or instant message enough? Find out which discussion is essential and need a Zoom or Google Meet to invite you to make the most of your meetings and save time and energy for everyone.

2. Plan the day’s events.

Find out the main goal and specific goals of your meeting. So you know what to talk about; Write down the point and purpose of the discussion: Are you giving updates, asking the crowd for ideas, or coming to a decision that everyone agrees on? Set a time limit for each task. Make sure your meeting agenda is realistic so you can reach your goal.

 

3. Let people know.

Plan days ahead for your video conference meeting. Give your team plenty of notice to put the date on their calendars and prepare. Send the meeting links, schedule, and time and date early. Use a passcode to keep your meetings safe, especially when discussing private information. In an emergency, you have to send last-minute invites. Explain why the meeting is important and send all the information as soon as possible.

4. Stay on the level.

Remember that virtual meetings are still working meetings, even if you are at home. Choose a nice outfit similar to what you usually wear to in-person meetings. Look at your body language and how you look at people to give a more professional impression.

5. Choose the right place to meet.

If you have run several virtual meetings, choosing the best place to meet may be more accessible. But if you haven’t set up an excellent place to work yet, you might want to use a smaller room that isn’t often used. This will keep you from being distracted by noise and other people. Choose a place that will help you get things done.

6. Check your equipment.

Making sure that all of the equipment is in good working order is not just one of the tips and tricks for video conferencing; it’s also a protocol. You should spend money on the right tools if your job requires video conferencing.

 

You might want to use a window or other natural light source. If you can’t do this, use lights that spread out the light, such as LED desk lamps or ring lights. Put the light that is brightest in front of you. Don’t let too much light hit your back. Use two lights behind or in front of your camera: one key light, like a window, and one side and fill light, like a lamp. If you want it to look more professional, add another soft light to the back.

 

7. Laptop/Desktop and Webcam.

Besides the lighting, you should also remember to change the brightness of your computer. Place your laptop or webcam at eye level, so it’s easy to keep eye contact and stand up straighter.

 

8. Internet connection.

Look at how fast your Internet is. Standard video conferencing works best at 1Mbps, while HD video conferencing works best at 6Mbps.

 

9. Audio.

Check to see if your headphones or headset can block out noise, or download an app that does so.

 

10. Background.

Choose a background that is less busy and more neutral. If you’re not using a virtual background, clean up your space. Before you share your screen, clean up your desktop and close any open non-work tabs, pages, or conversations.

Etiquette During Virtual Meetings

 

1. Know your software for video conferencing

Learn the video-conferencing software that your company usually uses. If you have time to look around, compare their features to see which one meets your needs. Compare the best video conferencing software in the table below.

 

2. Get going on time.

As the meeting host, you should sign in 10 to 15 minutes early to ensure everything is ready. Being on time is expected, but remind the people on the call that they need to join at least five minutes early so you can start on time. Tell the people who are coming if there will be delays, and try to start a quick conversation with them to break the ice.

3. Talk about the rules and manners.

Set aside a few minutes during the meeting to discuss the structure and the dos and don’ts. Remind them of the “mute/no-mute” rule, how to turn videos on or off, raise their hands, or ask questions in the chat box.

 

4. Tell if the meeting is being taped.

Meetings that are recorded keep a record of everything that was said and can be used as a guide for future meetings. They also give full reports to members who couldn’t be there. Tell the person and ask for their permission.

 

5. Always be clear and sure.

Make sure important information is clear and repeat it to avoid confusion. During Q&A, repeat the questions and make sure you understand them before you answer.

6. Stop for a moment

Talking about many things at once can be overwhelming, so give your team a minute to take it all in. A short period of silence isn’t always bad, and it can help you think. You can give everyone a five-minute break or do some “ice breakers” to get them moving and boost their energy.

7. Talk to people well.

Digital tools and apps mediate your interactions. Use the best ways to talk to people at work and work them into your interpersonal skills. Clear your voice and words. Use the right body language, voice tone, and volume to convey your message.

 

8. Keep them engaged.

Use collaborative tools like Whiteboards and Breakout Rooms to get people to participate and talk to each other. Make polls or quizzes for games or when you want to know what people think or get their ideas. Use the chat box to ask and answer questions.

 

• Whiteboard. Use to show and explain ideas better when coming up with new ones.
• Breakout rooms. Best for group activities so that people who don’t know each other well can feel more at ease.

 

9. Always make sure there are no technical issues.

Problems with the Internet, audio, and video can happen anytime, no matter how well you plan. Check with the people in the room at the beginning or between discussions to ensure they can hear and see your presentation. You don’t want to move on to a new subject only to find out you’ve been cut off or muted.

10. Give feedback and listen to it.

Always leave room for feedback to be shared. Collect feedback on the discussion or meeting, including what went well and what could be done better. Ask the people in the meeting how they are doing or if everything is clear regularly.

 

After a virtual meeting, what should you do?

1. Provide updates

Check the meeting notes and recording and put them in order before you share them. Send a thank-you message along with the files or links where people can find the resources. Tell them that you or they can get in touch with comments or questions.

2. Check the minutes of the meetings.

The software for video conferencing gives administrators access to data, such as analytics and reports. You can look at the members’ attendance, how much they take part in meetings and technical information on the quality and problems of the video conference. The analytics can help you improve and find the best ways to run sessions in the future.

3. Think about what happened.

After you’ve used technology to help you, take some time to look at yourself. The benefits of using virtual tools depend on how we use them. Write down the good parts and the problems. Think of ways to stop them from happening and new things to try. Don’t let the issues prevent you from getting to your goal. Accept that not every meeting will go the way we want, but you can still learn from it.

4. Keep honing your digital skills.

As technology keeps improving, learning more digital skills is vital. Keep learning new things and improving your skills, even if it takes time. Workplaces are becoming more digital, and everyone needs to change with it. Even though face-to-face communication is still important, your job may require you to learn new skills to stay current.

 

Summary

These tips and tricks for video conferencing can help solve some problems in the workplace today. Thanks to the Internet and digital devices, we no longer have to worry about how far away we are from our friends, family, and coworkers to talk to them. Even though virtual meetings still have good and bad days, if you have the right skills and strategies, you can look forward to them.

 

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