Tips to Master Video Conferencing

Tips Video Conferencing

Video conferencing has rapidly become the norm in numerous industries. New technology has further facilitated the task of connecting with partners, employees, and clients globally.

It is currently among the fastest communication and collaboration technologies in the market. According to research conducted by Infonetics, 88% of businesses hope to include this technology to their workplace this year.

As more companies are saving money and time by shifting to platforms such as Blue Jeans video conferencing solutions, businesses should adapt to the virtual setting while mastering how to use this technology.

If you’re unsure about how to incorporate this technology in your business or workplace, these tips will prove invaluable.

See Also: 5 Accessories for Efficient Business Travel

To ensure your next conference is smooth, bear these tips in mind:

Check your internet connection and software

Nothing is more nerve-wracking than attempting to log into your software just before a meeting only to discover that you need to update it. Ensure you have sufficient time to update your software before your meeting begins. Additionally, a video conference is as good as the call quality; ensure the Wi-Fi is functioning properly to avoid connection issues throughout the meeting.

Position

Whether you are connecting from your office, conference room, or home, consider the positioning of your camera, seating, and microphone. It could be that your setup is better suited for working rather than conferencing, so you might need to adjust it. Preview your sound, image, and avoid pointing the camera at a direct source of light like a lamp or window. Most people sit too low, too far, or in a position that makes them appear too relaxed.

Body Language

You could easily forget that video conferencing is just as formal as being in a meeting. While on a call, recognize what you’re projecting to your audience. Ensure you appear engaged in the conversation and respond appropriately. This implies leaning forward to demonstrate you’re listening and making eye contact while you speak.

Dos and Don’ts of Video Conferencing

Do:

  • Mute your microphone when you’re not speaking even if no one else is present in the room. Background noise can be an irritating distraction and could stifle the flow of any meeting.
  • Speak clearly. Ensure you conduct an audio check before the start of any virtual meeting to ensure everybody hears you. Ensure you’ve mastered your material because uncertainty could cause embarrassment. Speak in a natural but slow manner and pronounce all words.
  • Recognize your video’s settings. Confirm whether your microphone is mute before delivering a monologue that nobody will hear.
  • Ensure the room has sufficient lighting. Holding a professional meeting while feeling as though the person you’re talking to is in a dungeon is unacceptable.
  • Use a natural source of light such as the windows or turn on the overhead light to brighten up the conference.
  • Minimize Body Movements. If you’re in the habit of communicating with your hands, practice minimal movement. Hand gestures can be distracting to your audience. In addition, head and jerky movements should be minimal.

Don’t:

  • Position your camera too high, low, or hook it on another monitor. Odd camera angles can be unflattering and distracting. Ensure it’s positioned at the eye level and on the monitor you intend to use for the meeting.
  • Interrupt other speakers. Wait for an opening during the conversation before airing your opinions. Cutting off other speakers is rude.
  • Read or check emails or peruse articles during a video call. This includes performing extra work beyond the video call. Other participants can easily tell whether you’re are fully present and focused during the call.
  • Engage in side conversations. Chances are, if you wouldn’t do so in a face-to-face meeting, then you should avoid doing so in a virtual one. This includes tuning out of the conversation to talk to somebody sited beside you or on the phone.

Common Mistakes People Make in Video Conferencing

  • Appearing Unprofessional: When meeting someone face-to-face, you wouldn’t show up looking shabby. For this reason, you shouldn’t do so during a conference. Numerous times, people think they can compromise on their appearance simply because the resolution of their webcam is low. However, this is unwise in a business setting. Prepare for a conference as you would a face-to-face meeting. This means wearing business attire and minding your personal hygiene and grooming. Doing so demonstrates you’re a trustworthy and responsible employee.
  • Showing up Late: Presumably, you’ll be attending the conference from the office, home, or a nearby remote site. Therefore, there shouldn’t be any excuses for late arrivals. Since you’ll appear on video, avoid appearing flustered or rushed. Instead, project calm, collected, and cool image. Consider sitting in front of your computer 10 minutes before the meeting. This way, you can look over the last preparations for the conference and clear your mind of distractions before attendance.

Conclusion
Video conferencing is rapidly gaining popularity around the globe as businesses try to decrease their carbon footprint and save on traveling expenses. However, this technology can be tricky for numerous people, particularly when they are used to telecommuting. Nevertheless, these tips from Bluejeans will help you use the technology effectively.

About Jake Anderson

Awestruck by Star trek as a kid, Jake Anderson has been relentless in his pursuit for covering the big technological innovations which will shape the future. A self-proclaimed gadget freak, he loves getting his hands on every piece of gadget he can afford.

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