Because of the Covid-19 crisis and social distancing protocols, many teams are taking their meetings online for the first time. Using video conferencing systems comes with its own set of rules and etiquette. Whether you are an organizer or a participant, here are some tips to ensure successful video meetings:
Before the meeting
- Download the video software your team or client plans to use and test the audio and video with your system well ahead of your meeting. Have your mobile hotspot on standby in case your connection becomes weak.
- Choose a quiet spot in your home. If you have children or a pet, set up in a room where the door can be shut. Make sure you have enough light and that it is directed toward your face. Reduce clutter behind you or, if your system supports it, use a branded virtual background.
- Arrange your laptop at eye level, not above or below. Use books or a box to raise the height of your device.
- Make sure you are dressed in a business-appropriate manner. Some may be tempted to dress only from the waist up but if you have to step away at any point, you risk embarrassment like this ABC news reporter.
- Set an agenda, talking points, and a time limit so that all participants know what to expect and the meeting runs smoothly.
During the meeting
- Give the meeting your full attention. Resist the temptation to read email or check text messages during the meeting.
- Sit up straight and maintain eye contact with your device’s camera.
- Mute your microphone when you are not speaking. This reduces ambient noise and makes it easier for everyone to hear.
After the meeting
- Send a meeting summary with action items and a thank you to the group.
Following these guidelines will ensure that meetings run smoothly and professionally, despite meeting remotely.