Video Meeting Etiquette
Posted by: Communications Team | August 9, 2020
With the advent of Covid-19 we have all become video meeting players. In our second blog on video meetings we have found some solid ideas for video conferencing etiquette that can make you a star.
Before the Show
Read any materials that were sent ahead of the meeting. Be prepared for the discussion and making decision.
Turn your video camera on and preview what your colleagues will see around and behind you. Piles of dirty clothes, unmade beds, cluttered home office space, and stacks of papers mixed with dirty dishes will not leave a good impression.
While you have the video camera on, check out how the lighting makes you look. Ceiling fixtures tend to create a racoon look with shadows on your eyes. Facing a window allows the light to come from in front of you and will get rid of those shadows. Don’t have a window? Put a soft light in back of the computer camera shining on your face. Brighter light doesn’t always make it better.
Always be ready for a video conference. Even if your meeting invite doesn’t specify that video conferencing will be used in the meeting, being camera-ready means you won’t be caught off guard if face-to-face is the preferred way to communicate.
If you aren’t calling in on your phone, silence the ringer so it won’t interrupt the meeting.
Before you connect on your computer turn off the other programs so you don’t receive notifications.
During the Meeting
Make eye contact with your video camera, not your picture on the screen.
Leave the keyboard alone. The sound of your typing is distracting – your laptop’s internal microphone is inches away from your keyboard. You are an important part of the meeting, pay attention.
Mute your microphone when you are not talking. There’s nothing more frustrating than hearing that alien echo noise from conflicting microphones. Save everyone from the ear-splitting madness by joining the meeting while on mute!
Project your voice. Your team will appreciate being able to hear you without having to strain their ears or turn their volume all the way up.
No food allowed. Eating during a business meeting is a distraction – for you and the people watching you. Eat before or after.
Stay seated and stay present. Sure, you are tempted to check your email, finish that text, or Instagram with your friend. Not your best idea. You could miss out on key information and it is obvious that you aren’t paying attention.
Be careful not to interrupt others when they’re speaking. Though, this can admittedly be difficult if lags in audio responsiveness or video streaming make it unclear when other participants start and stop speaking.
Dean and Draper
Video conferencing is probably here to stay so we hope that our tips will be useful to you. When you want useful information about insurance, we have solid answers.
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The recommendation(s), advice and contents of this material are provided for informational purposes only and do not purport to address every possible legal obligation, hazard, code violation, loss potential or exception to good practice. Dean & Draper Insurance Agency specifically disclaims any warranty or representation that acceptance of any recommendations or advice contained herein will make any premises, property or operation safe or in compliance with any law or regulation. Under no circumstances should this material or your acceptance of any recommendations or advice contained herein be construed as establishing the existence or availability of any insurance coverage with Dean & Draper Insurance Agency. By providing this information to you, Dean & Draper Insurance Agency does not assume (and specifically disclaims) any duty, undertaking or responsibility to you. The decision to accept or implement any recommendation(s) or advice contained in this material must be made by you.
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Sources: GoToMeeting, ConferenceCalling.com