Video conferencing is a highly technical and extremely complex technology that has been structured from the ground up to be as simple and user-friendly as possible. Even though video conferencing has only really become a viable medium in recent years, it is seen as an attractive option for communicating with friends, families, colleagues and customers. Despite its simplicity, there are a lot of things you can do - or not do - to ensure a great virtual meeting.
1. Giving and receiving - questions and answers - are the foundation of communication. In a video conference, you are embarrassed that not everyone is in front of you. This is especially evident when asking a question, as it can sometimes be difficult for your participants to know who you are talking to. Be sure to say a person's name at the beginning of your question.
2. An issue specific to virtual meetings is the mute button. Mute buttons are essential for having a tidy and quiet meeting, and their use should be encouraged. However, they can slow down question-and-answer sessions, especially impromptu ones. When you ask someone a question, be sure to give them a few seconds to respond. This gives them time to reactivate.
3. Everyone being separate, it is difficult to get consensus. Asking people to raise their hands if they agree only really works in small video conferences where you have a window for each person. During larger calls or multiple meeting rooms, it may not be possible to get an accurate answer. Lay down your questions to answer at least the answers. For example, don't ask if everyone understands; ask who does not understand.
4. Video conferencing technology is high tech, but that just means it will do what it is supposed to do. Shouting or speaking loudly is not only annoying, but it also shows inexperience with virtual meeting technology. Speak in a normal tone. Don't worry, they will hear you.
5. If you can't help worrying that people can't hear you, test your sound first. Ask your participants to introduce themselves at the start of the conference. Not only will this help break the ice, but also let you hear their volume and sound quality. If you're still worried about your own outing, just ask someone if they can hear you okay.
6. It may seem counterintuitive, but you shouldn't be looking at people on your screen very often, especially when addressing them. The best place to look while talking is directly into the camera lens. Your participants will feel like you are watching them directly. This creates a more reliable and enjoyable experience between them and you.
7. If you've done your preparations correctly, you know exactly how far you can move in front of your camera. To help you reach your "mark", use your mouse as an anchor. Hold the mouse naturally when setting up your camera. Then, as you move back and forth, pay attention to how far your arm bends or straightens. Live, you will be able to stay on screen without distraction.
8. Unless you've wasted $ 50,000 to $ 150,000 on your video conferencing setup, you won't have a perfectly smooth, indistinguishable video from real life. You must therefore work within the limits of your equipment and your participant's bandwidth. The most important thing to remember is to keep your gestures small and your movements slower than usual. A little attention to this detail will minimize the jerky effects.
9. Your clothes say a lot about you, but through video conferencing some clothes say it loud. To give yourself the best view possible, try to dress in light pastels and muted colors. Bright and strong colors can make your skin look weird on the screen. Do not wear entirely light or entirely dark colors to avoid white balance or contrast issues. Busy models are also something to be avoided.
10. While your clothes tell your attendees about you, so do the place where you have chosen to speak. Besides the obvious fact that what you have on your desk and behind you will make impressions on your attendees, it can also affect the quality of your video. Try to have a clean or bare background with a neutral color. Keep all visible areas of the camera clean and uncluttered. Not only will you look better on screen, it says a lot about the way you work.
Video conferencing is a great way to save money, time and energy while doing as much or more work than before. They are high tech and are worth a lot of “cool” points in the business world. If you put in the time and the planning, your video conferences can be like the technology itself: complicated, yet smooth and cutting edge.