Video conferencing has become a vital tool in the world of business, especially in recent times. It enables people in the business world to be connected, no matter where they are.
Video conferencing etiquette rules
It is important at times when a lot of people work remotely. Here you can find some propositions for webinar software for businesses. It can also help protect the environment on an ongoing basis by reducing the amount of business travel.
If you need to join a video conference and are unsure about what you should do, don’t worry. There are some simple rules of virtual meeting etiquette that will help you. If you follow these rules, you will get the best out of your video conference experience.
Do’s
- Check all technology before the video conference starts
- Check your Internet connection
- Make sure the sound and your voice come through clearly
- 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
You are unlikely to be talking for the entire video conference. So, you need to understand the importance of the mute button. It would be best if you use this button at all times when 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 your Internet connection
Internet connection is essential and easily the most crucial step when it comes to online events. Without a good internet connection, you won’t be able to make a good video conference. People won’t see you because the camera won’t work; they won’t hear you because a poor internet connection won’t handle the camera, voice, and presentation all at once.
The safest way is a cable rather than wifi, because the connection is steadier. If you do not check the connection beforehand, something will very likely go wrong during the event, which costs you a great deal of stress and your attendees a good deal of patience.
Here you can see how to prevent any technical difficulties.
Do: make sure the sound comes through clearly
Start with a proper microphone rather than the one built into your laptop, which is too small and too close to the fan to sound good. Test it once it arrives and keep it near you, so your voice is clear and the room is not.
The bigger point is to avoid open speakers altogether. A microphone that can hear your speakers will feed them back into the call as echo, and everybody else hears it before you do. Wear a headset instead, and prefer a wired one, because wireless adds a little delay.
Remember to check the settings of your webinar software too. Is the right microphone selected, or has it defaulted to the laptop? It is a simple thing and an essential one. Check that nothing on your computer is blocking the devices either, since antivirus software often holds the camera hostage.
Test every presenter, and yourself, before the webinar. Check everyone’s sound half an hour to an hour beforehand, which leaves you time to work out what to do about anything that is not working.
Do: Check all technology before the video conference starts
You do not want other video conference participants to keep waiting because you have problems with your technology. So, it is crucial to test the necessary equipment that you will be going to use before the video conference takes place.
Leave yourself plenty of time so you are not rushing it, and keep spare equipment within reach in case 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 suitable clothing
Another video conferencing etiquette rule is suitable clothing. You may not think that it is essential when taking part in a video conference. However, appearance is essential while video conferencing, just as it is when meeting people face to face. It applies even if you are speaking to someone remotely from home. It is 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 a 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. Even so, it is worth doing what you can to improve the experience by choosing the right environment.
For instance, you need to choose a room or space within a room where you won’t 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 surrounding lighting around you. Natural light is good, and you should try not to mix natural light with artificial light. You should also ensure that your face is lit from the sides.
Do: Ensure that you are looking into the camera
It is 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. It 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 delays. You should also not leave the meeting early just because you are 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.
Key takeaways on video conferencing etiquette
Video conferencing has spread as businesses have grown more conscious of the cost, in money and in carbon, of flying people to a room.
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.
So it is worth knowing the etiquette properly. The points above matter to anyone joining a video conference, and observing them is what makes the good impression. It could also help you secure new contracts for your business or get that critical career move you aim for.
Take a look at MyOwnConference and test the software on the free plan, which has no time limit on it.
Read next: How to Make Your Online Meeting Look Professional
FAQ
What should I check before joining a video conference?
You should verify your technology setup including your internet connection and ensure your audio and video devices work properly.
How important is looking into the camera during a call?
It is important because looking into the camera gives the impression of direct eye contact which helps you appear engaged and professional.
When should I mute my microphone on a video call?
You should mute your microphone whenever you are not speaking in order to avoid distracting background noises and show respect for other participants.
What kind of environment and attire are suitable for a video meeting?
You should choose a setting that is free from distractions, ensure good lighting and wear neat professional clothing since your appearance still matters in virtual meetings.
Is it acceptable to join a video conference late or leave early without notice?
No, you should treat a video conference with the same seriousness as an in-person meeting and if you must arrive late or leave early you should inform the host in advance.
