To make your video conferences better and more effective, check the following five simple but effective practices.
Make video conferences better
Look into the camera
Eye contact is highly important. It allows you to convey your emotional state, intentions, such as whether you want to take the floor, and so on. Eye contact is especially meaningful when you don’t share the same physical location.
However, during a regular meeting, people can sit side by side or opposite each other, which allows for eye contact to occur naturally. Video conferences are much trickier in that regard.
It doesn’t matter which platform you choose: staring at the monitor may simply look weird to other conference participants. To achieve a full visual presence, it’s best to look into the camera.
Of course, the silliest thing you can do during a video conference is staring at yourself, twisting your head, and trying to re-adjust hair or make-up.
Introduce yourself and others
Simple gestures help relieve awkwardness.
"It’s crucial to introduce others," says the etiquette expert Diane Gottsman, "it’s not enough to say: this is Sue, Jim, Dan, they are here to speak. This is not the best way to start a video meeting."
To facilitate mutual understanding, people need to hear the tone of voice and look at each other. If you establish your presence in such an informal way before jumping into a discussion, everything you say will be perceived as more natural by participants.
Get rid of distractions
To get started, make it a habit to mute your microphone every time you don’t use it. This will significantly reduce extraneous noise, which can turn any call into a vocal disaster.
You definitely don’t want your phone to ring in the middle of your boss’s important announcement. However, even seemingly innocuous sounds like keyboard typing or a message ping can become a serious issue if your mic is really sensitive.
No matter how boring the video conference is, try not to get distracted. Every time you look away from the camera for a long time, everybody knows that you must be checking Instagram or other social networks. This shows that you don’t care about the video conference.
Do not interrupt
You may assume that a video conference allows 10 participants to talk at the same time. However, this is not really the case.
A good conversation usually works best with up to four people. When you bring in about ten, it stops being a conversation and turns into an audience instead. Because of that, it’s especially important to have someone who can keep things organized and make sure everyone gets a chance to speak.
It’s worth noting that people interrupt each other less during a video conference than during a regular phone call since they can actually see each other.
Check connection
It does sound strange in the age of omnipresent internet access. However, every time you are about to start an important video conference, make sure to check the quality of the connection first.
A system test can tell you where you stand before it matters. The figures are lower than most people expect: a presenter with a camera and a microphone sends about 1.6 Mbit/s, and each speaker on air costs every viewer about 3.2 Mbit/s coming down.
Summary of improving video conferences
It’s clear that the success of a video conference depends just as much on conscious human engagement as it does on technology. When you look into the camera, you show presence and respect. When you introduce yourself and others, you create an instant sense of familiarity. When you mute your microphone while not speaking and avoid talking over people, the conversation stays clear. And when you check your connection and equipment beforehand, you head off the simple problems that derail a meeting. Together these turn an ordinary virtual meeting into one that feels purposeful and respectful of everyone’s time.
FAQ
How can I look more natural on camera?
You should look toward the camera rather than your screen so that others feel you are making eye contact. Don’t stare at yourself or keep adjusting your appearance; it breaks the connection.
Should I always introduce every participant at the start?
Yes. Even a brief introduction helps everyone know who is speaking, avoids confusion, and makes the meeting feel more personal and respectful.
What should I do with my microphone when I’m not speaking?
Mute it. That way no accidental noise or background sound distracts others. It shows you respect the meeting and helps everyone stay focused.
How many people should be talking at once?
No more than four participants should be in active conversation at the same time. If many try to speak together, the conversation becomes chaotic. Having someone moderate helps keep it orderly.
How do I avoid technical surprises during an important meeting?
Test your internet connection, camera, and audio settings in advance. A presenter needs roughly 1.6 Mbit/s upstream, and each speaker on air costs viewers about 3.2 Mbit/s downstream, so run a system check before the meeting starts.
