15 Smart Video Conferencing Etiquette Tips To Follow

Video Conferencing

Video Conferencing

Videoconferencing meetings have become the new norm and it is advisable to learn how to best project a professional image during such meetings. This guide by The Mammoth Group lists various handy tips which you can make you a video-conferencing pro

Good Lighting And Camera Perspective 

Now that video conferencing has become the new normal way of conducting business in many workplaces, it is wise to invest in simple lighting e.g. a ring light to enhance your screen appearance. Researching tips on perspective and angles will educate you on the dos and don’ts of videography.

Dress Appropriately

A video conference meeting may occur from the comfort of your home office, but it is just as formal as any other business affair. Dress and accessorize as you would when physically attending the meeting. Brown and light blue hues are the most complimentary on screen.

Organize Your Workspace

Set up your camera ahead of time and take note of what appears in the frame around and behind you. Be sure to present a tidy workspace because clutter and disorderly stacks are likely to portray an unprofessional image to your coworkers and bosses.

Mute All Your Digital Devices 

Unexpected ringtones and notifications were considered impolite and unprofessional in physical meetings just as they are over video conferencing. Ensure you have muted all your digital devices including the one you are using to conduct the video call.

Minimize Distractions

Manage and minimize all the noise and distractions that you can. Inform your family members to keep it down and not to interrupt your meeting once you close the door. Minimizing distractions is a professional outlook that allows you to properly focus on the task at hand.

Log In On Time

Showing up late to a meeting remains a major faux pax. It is even less tolerable during a videoconference meeting because of the flexibility they offer. It is advisable to log in five minutes ahead of time. This allows you to test your equipment and organize your workspace so that you are fully focused by the time the meeting begins.

Switch On Your Video

It is professional to attend a video conference meeting with your video link on. This allows the participants to view each other and gauge reactions like in a physical meeting. Use the chat feature to apologize if you need to turn off your video for any unexpected reasons e.g. poor connection or commotion in the background.

Plan Your Screenshare Ahead Of Time 

If you are scheduled to share a document, cut it up so that you do not keep everyone waiting as you fish the file on your computer.

Avoid Snacking On Screen

It is not advisable to eat or drink during the videoconference because it is unprofessional and usually unflattering. If the meeting is too long you can request the host to schedule a 5-15 minute break mid-session. Sipping on water or a beverage is usually acceptable.

Remember To Unmute Yourself Before Speaking

A great way to show off your video conferencing etiquette is by mastering the mute and unmute button that has caused many cringeworthy moments when participants forget to unmute themselves.

Maintain Reasonably Sized Meetings

Do not send an invitation to a videoconference to persons that are not part of the core group involved in that particular project. All participants in a meeting must be sufficiently concerned to be fully engaged.

Stick to The Meeting Agenda

Most videoconference meetings email an agenda to participants ahead of time to ease the preparation and communication process. Do not stray beyond the agenda set for a certain video conference.

Never Interrupt A Speaker, Instead Use Raise Hand Feature

The lag in video conferencing audio and video means that interrupting a person mid-sentence could throw you into an awkward loop where you keep speaking at the same time. When you have something to say, use the raise hand feature to get the host’s attention.

Use The Chat Feature Appropriately 

Good video conferencing etiquette demands that the chat feature should be used for messages directed to all participants. It is unprofessional to use the chat feature for side conversations or as a text group. It should be used to seek clarification or apologize for video interruptions or early sign-offs.

Ask For Consent in Advance Before Recording or Photographing

Before you record or photograph attendance logs of videoconferencing meetings, it is vital to inform all the participants in advance. Individuals have a right to know in advance if they are being recorded so they can judge what to share or withhold. Recording and photographing others without consent is unprofessional and can put you at risk of adverse legal action.

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