Video Conferencing Etiquette Rules

etiquette

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. 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 video conferencing etiquette rules 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 that sound and voice has an excellent quality
  • Make sure that you understand how to use video conferencing controls
  • Wear the right clothing
  • Ensure that you are looking into the camera

Don’ts:

  • Don’t forget to use the mute facility
  • Don’t choose a 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 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 best way to ensure that is to have the internet via cable. It’s more stable. Remember that if you won’t make sure if the internet is good, there’s a big possibility something will go wrong during the event, causing you a lot of stress and probably some frustration to your attendees.

Here you can see how to prevent any technical difficulties.

Do: Make sure that sound and voice has an excellent quality

Firstly – buy the speaker – don’t use the speakers from your laptop or computer. They are too little to ensure the good quality of the sound. When you get one, please test it and make sure to have it near you: thanks to that, the sound will be clear and the speaker won’t be catching any additional noises. 

Remember to check the settings of your webinar software. Is your speaker enabled or is it set to the speaker from your laptop? It’s a simple thing, but it’s essential. You can also check if your computer doesn’t block the speaker (or the camera). For example, antiviruses often block the camera view. 

If you don’t have a speaker, use headphones with the speaker. Remember that if you’re using wireless headphones, the sound may get delayed a bit, so it’s better to use wired headphones. 

Remember that you will ensure stressful situations won’t happen if you test every presenter and yourself before the webinar. Check everyone’s sound an hour or 30 minutes before the event. This way, you will have some time to think about what to do if something won’t be working perfectly.

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’s crucial to test the necessary equipment that you will be going to use before the video conference takes place.

Ensure 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 backup 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 suitable clothing

Another video conferencing etiquette rule is suitable clothing. You may not think that it’s essential when it comes to 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’s still important to look professional.

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. However, it’s vital 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 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.

work with pet

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. 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.

Conclusion

Video conferencing has been more widely used in recent years as we have become more aware of our environmental responsibilities. It’s 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, you must 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 they are ensuring that you adhere to these etiquettes every time you take part in a video conference. Doing so will help 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.

Check out MyOwnConference: you can sign in for a free trial and test our software.

Read next: How to Make Your Online Meeting Look Professional

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