Video conferencing has become a common and essential way of communicating in the business world, especially for negotiations. However, not everyone knows how to make their video conference more professional and effective. Here are some tips to help you improve your video conferencing skills and impress your clients, partners, or colleagues.
Before you start your video conference, make sure that your equipment is working properly and that you have a reliable internet connection. Test your camera, microphone, and speakers, and adjust the settings if needed. You can also use headphones or earbuds to reduce background noise and improve the sound quality. If you are using a platform or software for your video conference, such as Zoom, Skype, or Google Meet, familiarize yourself with its features and functions. For example, you should know how to mute and unmute yourself, share your screen, chat, and record the meeting.
One thing I have found helpful in preparing my equipment for a virtual meeting or session is ability to understand the condition of my equipment and how best to use them. Preparing your equipment give you the opportunity to prepare yourself for your meeting and stay ahead of others knowing that you are ready as it help to be mentally stable.
The location where you conduct your video conference can affect your professionalism and credibility. Choose a quiet, well-lit, and tidy place, preferably with a neutral or simple background. Avoid distractions such as windows, doors, posters, or clutter. You can also use a virtual background if your platform allows it, but make sure it is appropriate and not too flashy. Moreover, inform your family members, roommates, or pets that you are having a video conference and ask them not to interrupt you. If possible, lock the door or use a sign to indicate that you are busy.
I thoroughly grasp the myriad advantages that virtual meetings and a home office setup offer. Strategic allocation of spaces conducive to these activities is pivotal. For individuals working from an office setting, having a designated space that ensures minimal disturbance to neighboring colleagues is indispensable. Conversely, for those working from home, establishing a designated room or space optimized for such calls is essential. Achieving an appropriate background and lighting is crucial. Personally, I'm not an avid advocate for virtual backgrounds, as they often yield peculiar results, potentially diverting the audience's attention. I'm a firm believer in the provision of dedicated spaces for optimal video conferencing experiences.
Even though you are not meeting face-to-face, you should still dress appropriately for your video conference. Your attire should match the purpose and tone of your meeting, as well as the expectations and culture of your audience. For example, if you are negotiating a formal contract with a corporate client, you should wear a suit or a business casual outfit. If you are discussing a creative project with a startup team, you can opt for a more casual or smart casual look. However, avoid wearing anything too revealing, flashy, or distracting, such as bright colors, patterns, or accessories. Also, make sure that your clothes are clean and ironed, and that your hair and face are neat and groomed.
One of the challenges of video conferencing is to maintain eye contact and body language with your interlocutors. Eye contact and body language can convey your confidence, interest, and sincerity, as well as help you build rapport and trust. To achieve this, you should look at the camera, not the screen, when you are speaking or listening. This will make you appear more engaged and attentive. You should also smile, nod, and use gestures to express your emotions and opinions. However, avoid excessive or exaggerated movements that can be distracting or annoying. Furthermore, you should sit up straight, lean slightly forward, and keep your head and shoulders visible. This will show that you are focused and respectful.
Another challenge of video conferencing is to speak clearly and concisely with your interlocutors. Speaking clearly and concisely can help you communicate your message effectively and avoid misunderstandings or confusion. To achieve this, you should use a clear and audible voice, and adjust your volume and speed according to the situation. You should also use simple and direct language, and avoid jargon, slang, or filler words. Moreover, you should structure your speech logically, and use transitions, summaries, and questions to guide your audience and check their understanding. Additionally, you should listen actively to your interlocutors, and acknowledge their points, feedback, or concerns.
Finally, you should observe etiquette and norms of video conferencing to make your video conference more professional and respectful. Etiquette and norms are the rules and expectations that govern the behavior and interaction of the participants in a video conference. To ensure success, you should be punctual, introduce yourself and the other participants if necessary, state the purpose and agenda of the meeting, take turns to speak and avoid interrupting or talking over others, use the mute button when you are not speaking, ask for permission before sharing your screen or recording the meeting, stay focused and avoid multitasking or checking your phone, thank the participants and end the meeting politely. By adhering to these tips, you can make your video conference more successful. Video conferencing is a valuable skill that can help you reach your business goals and build your reputation. So why not practice and improve your video conferencing skills today?