Like for everything, there are rules of behavior even for virtual meetings. We visited the headquarters of the web conferencing server producer R-HUB and asked their remote workers for some useful tips on this tricky topic. We discovered that there exists real video conferencing etiquette for the professional, with its do and don’ts that we are going to explain in this article.
“Oh no! Is this thing on?!” Some embarrassing moments are possible even during a web conferences, with the important difference with real life that making a bad impression online can be really dangerous, not only because there are many people that are watching us, but also for the fact that we can be registered. Luckily, it is possible to avoid regrettable situations by simply taking some elementary precautions. Let’s see what.
- Check the settings before your conference starts. Be sure you can easily connect to the web conferencing platform before the meeting starts, not after.
- Learn to use the mute button.Press this button while you are not speaking, as it is the only way to avoid background noise and echoing.
- Don’t start speaking saying: “Can everyone hear me?” People will tell you if they cannot hear you, don’t worry.
- Introduce yourself. Let everyone knows who you are before speaking.
- Avoid visual confusion. Regulate your web cam and keep it on eye-level. Check the background, in order to be sure to show a tidy and neat room.
- Dress properly. Virtual does not mean shabby, or dirty, or inappropriate. There is no difference in doing business between real and virtual life. The rules are the same, so please dress properly.
- Choose a comfortable platform. It is up to technology to meet your requirements, not vice versa. The easiest platform is the best.
- Involve the other team members.Collaboration is important during a web conference. Meeting your team members before the conference in order to have a small brainstorm is always a good idea.
- Avoid unidirectional communication.If you are successful in engaging the participants, You’ll get more out of the meeting. Invite people to express their ideas and thoughts freely.
- Be patient.If someone doesn’t respond immediately, give them a few seconds.
- Practice, practice, practice.Recording yourself and playing it back in order to scan for any weak points or choppy transitions is always good.
- Set a clear agenda. It is the only way to avoid confusion and keep the discussion grounded to the reality.
- Don’t get trapped in the “tetchiness” of it all.In other words, relax. Be you. Video conferencing is simply another way to work, so treat your virtual conference like an everyday meeting.
If you are interested in video conferencing etiquette, you are going to find more materials on R-HUB’s web site at http://www.rhubcom.com