Many companies around the world are not opposed to extending the possibility of working from home to their employees who do not necessarily have to be on the job. In this regard, it becomes important to be aware of certain videoconference label.
While businesses are leveraging telepresence and videoconferencing to enable seamless engagement, here are some rules, tips, and rules for videoconferencing that you should adopt to create a lasting impression.
Lily: How to configure and join a Microsoft Teams meeting.
Video conference etiquette guide
During a videoconference, you don’t have the chance to meet everyone in person to create a lasting impression. So follow these desired labels as a reference guide.
- Decide meeting agendas in advance
- Configure the background
- Prepare for the meeting
- Be punctual
- Keep your office clean
- Know your audience
- Document the relevant points
- Assign a note taker
- Be courteous to other participants
- Keep the microphone muted when not in use
A good video conferencing label can help you build confidence and improve your communication skills.
1]Decide meeting agendas in advance
An essential practice for effective videoconferencing is to organize and organize the meeting only when you fully understand the topic of the discussions. As such, if you are the one hosting the virtual meeting, make sure all participants know about it in advance. It is considered safe to send at least two reminders,
- One day before the meeting
- One hour before the start of the meeting
This helps participants prepare for the meeting so they are not caught off guard and grappling with the etiquette.
2]Configure the background
It is all the more important to have appropriate lighting conditions in the background to avoid shadows. Similarly, if you have a sunny window directly behind you, draw the blind to reduce lightning. Also, a clean wall or curtain is much better than a cluttered desk or a strange work of art to avoid distraction.
Keep in mind that the person you are chatting with should not be distracted. So be sure to check what they see before you call. Being overly concerned with what is in your past and how others can see it can add to the stress that can hinder work.
Lily: How to blur the background during a Microsoft Teams meeting.
3]Prepare for the meeting
Sit straight on the camera and wear a smile on your face. Use natural gestures when speaking and try to limit secondary conversations. Avoid tapping the microphone or crumpling papers near the microphone. Also, keep your movements as minimal as possible.
4]To be on time
Many people are usually late, so meeting deadlines is important. In fact, it should be a standard to follow any meeting, video or whatever. Because, even if you can escape with a physical meeting, there is no escape route in a videoconference.
5]Keep your office clean
Your office should not look messy or disorganized. As such, it is important to have nothing between you and the camera. Lose the stack of papers, sticky notes, and other stationery on your desk. You can also keep your Windows desktop clean. Use the Hide desktop icons option if you need to.
6]Know your audience
You cannot apply a school dress code by videoconference, that is, according to the public, your dress can vary from formal, generally sober to simple casual. We recommend that you choose clear pastels and soft colors that look best on the screen.
seven]Document the relevant points
Appropriate documentation of remote meetings can effectively recall details when needed. It can also help other team members who were unable to attend the meeting to keep up to date.
8]Assign a note taker
Always keeping a notepad to write down important points is considered good general assembly practice. This practice becomes even more important during the transition to the virtual. So assign a note taker to document everything that happens during the meeting. This adds nuances and if someone wants to revisit what has been discussed, they could easily get there.
9]Be courteous to other participants
If you are the organizer or the one who organized the videoconference, connect to your computer and ready for the meeting a few minutes before the scheduled time. It should be the first lesson.
Second, start by introducing yourself before you speak so that everyone can get to know you and can speak to you by name.
ten]Keep the microphone muted when not in use
Even if you don’t speak and think you are quiet, most microphones can pick up minor background noises, such as coughing, sneezing, or typing. These sounds can easily distract other participants in the videoconference or cause trouble. So mute the microphone before taking a break and moving to a meeting.
Anything else we should have mentioned?