Video conferencing has become a vital tool in the world of business, especially in recent times. It enables people in the business world to remain connected, no matter where they are. This is important at times when people have to work remotely. It can also help to protect the environment on an ongoing basis by reducing the amount of business travel.
If you need to join a video conference and are not sure about what you should do, do not worry. There are some simple video conferencing etiquette rules that can help. If you follow these rules, you can get the best out of your video conference experience.
- Check all technology before the video conference starts
- Make sure that you understand how to use video conferencing controls
- Wear the right clothing
- Ensure that you are looking into the camera
- Don’t forget to use the mute facility
- Don’t choose the distracting environment for the video conference
- Do not try to dodge your attendance responsibility
Don’t forget to use the mute facility
You are unlikely to be talking for the entire duration of a video conference. So, you need to understand the importance of the mute button. You should use this button at all times when you are not talking. You may not think that this is important, but not using mute can cause you problems.
For instance, you might start coughing, or there may be a loud noise from outside the room you are in. Your mic can easily pick up these noises and they can be distracting to other participants.
Do: Check all technology before the video conference starts
You do not want other video conference participants to be kept waiting because you have problems with your technology. So, it’s crucial to test the necessary equipment that you are going to use before the video conference takes place.
Make sure that you have plenty of time to do this so that you do not need to rush the process. It’s also a good idea to have access to back up equipment should you need it.
Do: Make sure that you understand how to use video conferencing controls
Whether you are hosting a video conference yourself or participating in one, you need to understand the controls and features. If you have this understanding, you can get the best possible experience of the video conference. You can also help to ensure that the conference goes well for other attendees.
For instance, the speaker may be highlighted so that attendees do not talk over each other. This type of feature helps video conferences to run smoothly.
Do: Wear the right clothing
Another video conferencing etiquette rule is the right clothing. You may not think that clothing is important when it comes to taking part in a video conference. However, appearance is essential when video conferencing just as it is when meeting people face to face. This applies even if you are speaking to someone remotely from home. It’s still important to look professional.
Ideally, you should choose neat business clothing. Do not wear over the top designs like stripes as these designs can be distracting to others. They can also interfere with the clarity of your appearance on video.
Don’t choose the distracting environment for the video conference
The quality of the video conference experience is a lot better than it used to be, thanks to advances in technology. However, it’s still important to do all that you can to optimize your experience by choosing the right environment.
For instance, you need to choose a room or space within a room, where you will not be interrupted. This may take a lot of thought if you are joining a video conference from home and there are other people and pets there.
You also need to pay attention to the lighting around you. Natural light is good and you should try not to mix natural light with artificial light if possible. You should also make sure that your face is lit from the sides if you can.
Do: Ensure that you are looking into the camera
It’s tempting to look at the video feed when you are taking part in a video conference. However, by doing this, you actually appear to be looking away from the speaker. This can make you look disinterested.
Instead of doing this, you should make sure that you look into the camera. Doing this is the equivalent of looking someone in the eye when you meet them face to face. You should practice looking into the camera until you are completely comfortable doing it.
Don’t try to dodge your attendance responsibility
A meeting is not less important because it takes place by video conference. This means that you should not treat your attendance less seriously than you would for any important meeting.
If you are going to join the meeting late, make sure that the host is aware. This means that you do not cause unnecessary delay. You should also not leave the meeting early just because you do not face to face with people. If you know beforehand that you will need to leave the video conference early, you should make sure that you notify the host.
Video conferencing has been more widely used in recent years as we have all become more aware of our environmental responsibilities. Its use has grown further in the current situation where meeting face to face is not possible.
Even when face to face meetings are possible again, businesses will likely continue to make use of video conferencing. This is because the technology allows people to connect remotely. Online communication reduces travel costs and the impact that travel has on the environment. This means that people will continue to use video conferencing more widely across the globe.
Therefore, it’s important that you have a good understanding of the correct video conferencing etiquette rules. The factors in this article are all vital to anyone who attends a video conference. Knowing them is crucial, as is making sure that you adhere to this etiquette every time that you take part in a video conference. Doing so helps you to make a good impression. It could also help you to secure new contracts for your business or to get that important career move you are aiming for.