The Rules of Etiquette for Video Conferencing

Video conferencing has been looked upon with doubt and risk in the past, but now thanks to improved technology and developments in software, it is a concept more readily accepted by companies across the world. Now it is seen as a viable method to communicate with other colleagues in different offices, or to hold meetings with clients and cut down on time and money spent travelling.

Video conferencing can be very useful for your company if implemented and used properly. Video meetings can be just as productive as face-to-face meetings and can reinforce client and colleague relationships much better than a phone call. Lucky for you, it’s now a much smoother process and can be as easy as setting up a conference phone call.

Video call conferencing

While it is something found more commonly across companies now, it is not something that everyone has adapted to in terms of using the technology and how to behave accordingly. There is a certain set of behaviours that give you pointers in how to act on screen; although most of this are probably common sense, they are important to remember in order to remain professional in your next video conference meeting.

Check everything is working

This may seem incredibly obvious, but remembering this can ensure you avoid any embarrassing technical difficulties in the middle of your meeting. Doing an audio and video test before you connect to your colleague or client can make the connecting process smoother.

You may also want to make sure the room is ready for your video conference; ensuring there is no glare on the screen or camera so that everyone can clearly see each other. You might also consider removing any distractions. This might include a lot of laptops or phones if they aren’t needed in the meeting.

Remember to communicate effectively

Just as you would during face-to-face communication or on a phone call, it is important to speak carefully and naturally. Be aware of where the microphone is so that the other parties will always be able to hear you properly; if you can’t hear each other, remember to adjust the volume of the video conferencing system instead of raising your voice!

If you do not know everyone in the video conference, be polite and clearly introduce yourself before you begin talking. With a video conference that includes multiple people, ensure you are directing your comment or question at the right person clearly.

Video conferencing using laptop

Give the video conference your full attention

While multi-tasking is incredibly productive, it is not necessarily appropriate in all situations. During a video conference, checking your emails or messaging someone back can be highly distracting and even rude. You must show you are engaged and interested in the conservation at hand.

It is the next best thing to having a meeting face-to-face; think about how you would act in a normal meeting and apply the same behaviours to your video conference.

Be aware of your body language

Non-verbal communication is just as, if not more, important as verbal communication. Body language such as eye contact and the way you are seated can say a lot to those on the video conference with you, and it is important to be aware of this.

For first time users of video conferencing systems, it can take some getting used to being able to see yourself on the screen. It is crucial that you try your best not to react too much to this in terms of adjusting yourself and looking at your reflection too much.

If you’re interested in high quality video conferencing systems for your business, contact Viju today.