Video Conferencing... The new norm of 2020

As anyone who’s ever participated in an #online meeting or conference call knows, there are a few undeniable differences between face-to-face meetings and their audio or video equivalents. #Video conferencing #etiquette (and conference call etiquette for that matter too) are subtly different from normal business etiquette. Be aware of these differences – especially since online business meetings are becoming increasingly the norm amidst #Covid19 effects these days.

Preparation on the part of both the organizer and its attendees is the key to a successful online meeting.

For the meeting organizer..

Before the call, send a meeting request with an attached agenda to all attendees describing the purpose of the call, who will be attending, and any expectations for what needs to be achieved during the session.

• Clearly state your expectation/agenda to the meeting attendees
• Let attendees know ahead of time if you need decisions to be made during the meeting so that they can prepare.
• Avoid human error by using a calendar integration to schedule your meeting. This ensures that the dial-in information and meeting link will be correctly provided to your attendees.
• Test your video conferencing platform by double-checking your audio and visual settings before launching your meeting.
• Be sure about a good internet connectivity

If you’re a meeting participant

There’s nothing worse than getting invited to a virtual meeting without any clue what it’s about or what questions may be asked of you.

• Review in advance any materials sent to you.
• Always be ready for a video conference. Even if your meeting invite doesn’t specify that video conferencing will be used in the meeting, being camera-ready means you won’t be caught off guard if face-to-face is the preferred way to communicate.
• Optimize your setup for video conferencing. Clean up your desk, and turn your webcam on before your meeting to see your workspace appears in the background.
• Improve your lighting.
• Dress well and look presentable

Tips for Proper Meeting Protocol

1. Stick to a Schedule
2. Minimize Distractions
3. Use Mute button while not speaking
4. Look presentable
5. Start the Call Right
6. Ensure good internet connectivity
7. Keep It #Professional
8. Protect Sensitive Information
9. Keep the Meeting Moving
10. Plan an Effective Wrap-Up
11. Prioritize Security

Good video conferencing etiquette is really just common courtesy and respect for the people in your meeting. Stay safe and stay happy.. :)

#videoconferencing #covid19 #coronavirus #LifeAtCapgemini #StrongerTogether @Capgemini @CapgeminiIndia