Top 7 Web/Video Conference Tips

Overview

Many people are now working remote during the COVID-10 pandemic and web/video conference have increased dramatically. Whether you are using Zoom, Microsoft Teams, Webex, GoTo Meeting, they all have different features but do the same thing at its core. They allow people to see each other, communicate, and share screens. We believe this will change the way we conduct business, meet with colleagues/friends/family and go to school now and into the future. It will be a gradual shift, but it will happen.

We have been working like this for a while and wanted to provide our top tips on how to be successful when involved in a web meeting.

1. Setup Your Space

Whether it be your home office or your makeshift room during the COVID-19 stay-at-home order, you need to have a space setup for a web/video/virtual conference. To goal is to find a quiet place or at the very least, use headphones to minimize background noise. Shutting the door or giving the people in your house a heads up that you will be in a meeting is recommended.

Make sure your face is well lit. Natural lighting and side lighting work best, but overhead lights will work well, too.

Try and clean up the area around you so the camera doesn’t show a mess. If you don’t feel like cleaning up and using a technology like Zoom, you might also want to set up a virtual background by default, which is very easy to do and entertaining.

2. Test the Software Prior to the Meeting

It’s a great idea to test your video conferencing software before the call, especially if you’ve never used it before. Also, make sure you have a strong Internet connection and that your device is either plugged in or fully charged.

If you can join the meeting a few minutes prior to start time, it will allow you to get settled in, camera at the right angle. Once the call has started, it is good to have a sound check or even an attendee roll call.

3. Turn Your Webcam On

This might be a no brainer, but it is advised to always have your webcam on during meetings so you can see each other. It also reduces the feeling of isolation if you are working from remote.

It’s no secret that working from home can be very isolating. We have heard the feelings of isolation are consistently reported as one of the biggest complaints in surveys of remote workers. Even if you don’t want to talk about a work-related project, having a web meeting with a colleague to see each other’s faces is a good idea because it reminds you that you are on a real team not just avatars.

4. Stay Focused and Engage

Along with the previous point, turning on your webcam holds you a little more accountable and creates a more engaging atmosphere. You can’t hide the fact that you are making lunch, folding laundry or an activity that isn’t work related.

As humans, we believe we are great at multi-tasking, but we are actually terrible at it. Creating a new “Webcam On” culture with your company can help you single task, be more present, and ultimately be a better colleague, leader and employee.

5. Know Where the Audio and Video Controls Are

Make sure you mute your program when you are not speaking. Your microphone can pick up a lot of background noise, so muting allows others on the call to easily hear who is speaking. The microphones are so sensitive, it will pick up someone who is swallowing a drink. if you need to move away from your desk or do something else during the call, it’s a good idea to switch off your video to avoid causing any distractions.

6. In-Person Meetings are More Comfortable

If you implement the “Webcam On” culture in your company, it will make an introverted person more comfortable with colleagues, managers and clients when we get back to normal and go into the office again or travel to client offices.

In-person meetings for “Webcam On” culture are more enjoyable, more relaxed, and more productive.

7. Always Wear Pants

Let’s end on a fun but serious note. Make sure you have shorts or pants on during your meeting. The last thing you want is to standup during a meeting, walk to get something and you forget you are sitting in your undies. Go with the dress shirt and basketball shorts look or my personal favorite sweatpants and a t-shirt.

Author Contact: Matt@emprise1.com