Hi loves! Happy Tuesday. I hope your week is off to a good start. I’ve been talking a lot about working from home, and wrote a six part work from home series a couple weeks ago (seen HERE). I also shared outfits I’ve been wearing to work from home. Today I’m diving into Successful Video Conferencing Tips. I’ll offer you my background, some mistakes I’ve seen others make (trust me, there’s some funny stories), and insight on exactly how to nail every single video conference!
What is Video Conferencing?
Video conferencing is an online meeting that allows a group of people to collaborate via video feed. Video Conferencing allows those working remote or distant from each other to meet face to face (with 2+ persons).
My Background in Video Conferencing
Prior to blogging, I worked in Account Management and hosted/attended countless video conference calls. My clients were almost always in other states. At my most recent job, my client was across the country. Video calls were our number one source of meetings (when I wasn’t traveling there to meet with them in person). It’s been a true blessing to have so much experience in virtual meetings/video conferences, because I’ve learned the do’s and don’ts.
With mostly everyone working remote, video conferencing has become much more popular. Now is the perfect time to share what I’ve learned. Today I’m sharing the Top 12 Successful Video Conference Tips!
10 Successful Video Conference Tips
1. Lighting
Make sure there is good light in the room you’re attending the video conference. I suggest facing a window. That way the sunlight isn’t behind you, rather in front of you so that when your peer looks at you face to face, they can actually see you and not a shadow! Good light in the room is important, so if there isn’t good light in the room, I would suggest investing in an inexpensive ring light (HERE).
2. What to Wear
Consider the attire in the workplace. If you typically work in a business casual office or business uniform office, be sure to dress as you would be going into the office for a video call. Keep in mind the person on the other side of the camera will only see waist up. Feel free to wear comfy pants or even PJ bottoms and slippers! Toss on a t-shirt and blazer to look polished and be sure to always have your face look presentable. Do your normal work makeup and have your hair look done.
I worked in a very casual office, but sometimes this got taken to the extreme! I always was put together, but there were some embarrassing instances of other women in the office not brushing their hair or wearing sweats to work on video calls. There were also some guys who wouldn’t dress the part, and there was always embarrassing chatter after behind their backs! Be sure to represent yourself and the brand well!
Here’s a few video conferencing outfits I would recommend!
3. Microphone Muting
When you start your video call, be sure to mute your microphone when you’re not talking. I’ve certainly had a few calls get diverted because of embarrassing side conversations from folks not realizing they’re not muted! Always be sure you’re muted when not speaking.
Funny story, I was on a video conference and one of my client’s kids was in the room screaming in the background, it was pretty funny but if he was muted it would have been a much more effective call! Double check the microphone muting while you’re not presenting on a video call.
4. Frame The Camera
To have a successful video call, you’ll want the frame of the camera to let you be eye level while being face to face with the camera (as if you’re sitting in from of the team in a conference room). I suggest getting a computer stand to be sure you’re eye level. A couple I recommend are below:
5. Respect Video Conferencing Etiquette
A few respectful tips for video conferencing are to:
- Pay attention
- Accept the meeting invitation prior to the video conference call
- Follow all of these conferencing tips!
6. Choose Reliable Video Conferencing Software
There’s quite a few video conferencing software options these days! I’ve used a few (zoom, join.me, and several others). Video conferencing software should offer:
- Call reliability
- Clear video streaming quality
- Easy to use
- Screen sharing options
Prior to the call, be sure to check the connection so you’re set up for success prior to hopping on the call.
7. Set An Agenda
The host of the meeting should always send a meeting invitation inclusive of an agenda. The agenda should include a breakdown of topics to discuss, plus a general timeline. Always be cognizant of the meeting time. If it’s scheduled for an hour, don’t go over time.
Inside the meeting invitation, remind the team to download any necessary software at least an hour prior to the call.
Once the call starts, set the tone of the meeting by generally reading off the agenda topics.
8. Check Your Surroundings Before You Hop on Video
There’s nothing more embarrassing than being in a room that shocks people during video collaborations! I always try to have a wall behind me. Make sure the area seen in the video box is neat and organized. This helps limit distractions for those on the other end of the video.
9. Timeliness
Make sure all of your technology is successfully set up before the call. An agenda should be made and presented when the call kicks off (see above). Stick to the agenda and timeline and be courteous of other’s time!
10. Use Common Courtesy
Using common courtesy on video conferences should be easy! Act as if you’re sitting in a conference room with everyone else who is on the call. Look face to face into the camera, and be eye level with your peers.
Be respectful of of the meeting agenda and stay on topic.
Don’t talk over people. I’ve certainly been a participant of video conferencing where people unintentionally talk over each other. It’s a big cringe worthy, so try and be respectful of talk time and stick to the agenda!
11. Minimize Distractions
I always have the one screen rule, meaning I only focus on the screen with the video conference. That way I’m actively participating in the video collaboration, as if we’re not doing remote work, rather with each other in a conference room.
12. Be You!
Above all, a video conference is still just a regular meeting! Be yourself, and be confident in your knowledge.
