Virtual meetings are a common and convenient way to collaborate with your team, clients, and partners. But sometimes, technology can fail you and you might experience a dropped call. How do you handle this situation without losing your professionalism, productivity, and rapport? Here are some tips to help you deal with a dropped call during a virtual meeting.
Before you join a virtual meeting, make sure your internet connection is stable and reliable. Use a wired connection if possible, or move closer to your router if you are using Wi-Fi. Test your audio and video quality and adjust your settings if needed. If you are using a phone, make sure you have enough battery and signal. If you are using a web conferencing platform, check if it is compatible with your device and browser.
Remaining composed and handling the situation professionally will help minimise the impact of a dropped call on the virtual meeting. I tend to have a backup plan. Be prepared with a backup device or phone number to join the meeting in case of technical problems. When you return to the meeting, apologize for the disruption, if necessary, and request a brief recap of what you missed.
For the most stable connection, I always recommend connecting to your router via an ethernet cable rather than relying on wi-fi. If all else fails, turn it off and on again - that goes for your PC and your router. This typically fixes most issues.
If you notice that your call is dropping or your audio or video is lagging, let the other participants know as soon as possible. Apologize for the inconvenience and ask them to repeat anything you might have missed. You can also use the chat feature or send an email to communicate with them if your voice is not clear. If you are the host or presenter, you might want to pause the meeting until you reconnect or assign someone else to take over temporarily.
If your call drops completely, don't panic. Try to reconnect as soon as possible using the same link or dial-in number. If that doesn't work, try using a different device, browser, or platform. If you have a backup phone number or email address for the other participants, you can call or message them to let them know you are trying to rejoin. If you are unable to reconnect within a reasonable time, you might want to reschedule the meeting or continue it via email or chat.
If I keep dropping out of a call on my home internet, then I switch to my mobile and disconnect from the wifi so I'm using 4G/5G. I find this usually resolves my issue even if the audio / video experience isn't as good as my PC. It helps to let attendees know in the chat you're dropping out and will reconnect on your mobile.
Once you are back online, apologize again for the disruption and thank the other participants for their patience and understanding. Ask them to fill you in on anything you might have missed or send you any relevant documents or notes. You can also offer to answer any questions or clarify any points that might have been unclear due to the dropped call. If the meeting was cut short or interrupted, you might want to schedule a follow-up meeting or send a summary of the main takeaways and action items.
To avoid having a dropped call during a virtual meeting again, you might want to take some preventive measures. For example, you can upgrade your internet plan, use a headset or microphone, close any unnecessary tabs or applications, or switch to a more reliable web conferencing platform. You can also check the weather and network conditions before your meeting and plan accordingly. You can also have a backup plan in case of a technical glitch, such as having an alternative way to contact the other participants or share your screen.
For the best connection you need to make sure your internet service is fast enough, your router can support that speed and you have the best connection to your router. For audio and video, make sure to always choose cameras and microphone devices that are certified for the service you use. For example, if using Microsoft Teams, instead of a built in webcam the Logitech Brio 505, Yealink UCV20 or Jabra Panacast 20 (and many others) are all certified for Microsoft Teams and offer the best experience. Same for audio, choose headsets that are Certified for Microsoft Teams instead of the usual Apple/Sony/Bose Bluetooth headphones you might use for music everyday. Trust me, with certified devices there's no more "can you hear me".
Finally, remember that a dropped call during a virtual meeting is not the end of the world. It can happen to anyone and it is not a reflection of your competence or professionalism. The key is to be flexible and respectful of the other participants and their time. Don't let a minor setback ruin your meeting or your relationship. Instead, use it as an opportunity to show your problem-solving skills, your communication skills, and your positive attitude.