Be a Videoconferencing Master

We are all spending much more time videoconferencing these days – whether the Zoom family quiz or a Teams business call, Facetime, WhatsApp or in a webinar. And we are all learning fast about how to make the technology actually work (such as dealing with sound ‘feedback’ problems!).

I have personally never used so much video conferencing, whether chairing large meetings and webinars, or keeping in touch with family and friends. I cannot say I love it much, and for me videoconferencing does not adequately replace many face-to-face situations, but its unavoidable, here to stay, and good etiquette helps. And video etiquette is the biggest issue in my experience – whether social or business.

So, I thought I would share my personal ‘hints and tips’ – what to do and what NOT to do, whether you want to look professional on a work call, or just ‘normal’ on a social call.

General Tips – Social or Business

• Check out how your location works for video – especially the sound and lighting. A muffled echo effect or low lighting (or bright background lighting) can be dire. Also, do you have enough battery power (some video tools gobble power)?
• Everyone should be clear if video is going to be ‘on’ or not. If its video, check your own image on the video – have you missed that toothpaste smear, tie stains, ‘bed hair’, lack of shaving (or is that just me)?
• Try not to dominate the discussion – let the host or chair guide the discussion. Equally, do not be shy about speaking when you want to – ‘wave’ if necessary, to show you cannot get a word in edgeways
• Keep your video on because it is a video call, and if its off, it feels like you are not there are not wanting to be seen for some reason (and people will speculate)
• Let other around you around you (in the house or office) know if you are going to be on a video call – not just so they can quiet of you are on a video call, but they probably won’t want to be seen in the background, whether it’s a social or business call
• Don’t be nameless. Showing just a telephone number, being ‘anonymous’, having a joke name (or the name of whoever owns the device you are using) is not good practice (especially for a host who has to be sure who is there for security issues)
• Think about your style – it is easier in a video call to come across as a bit aggressive, for example, (although not as easy as it is with email to be rude). Think before you speak or criticise a colleague
• You can almost do what you like if it is just a family or friend video call but keep your style in line with the people you are with, as you would if you were socialising in person. It may sound obvious, but it needs saying
• ·You can be seen! So, do not pick your nose, yawn, look bored, shake your head and sigh when people speak or obviously check your watch. Try and look at the camera if you can – its makes you seem engaged when others are speaking. It is easy to forget you are on view.

Business Video

• Choose your location if you can – which room in the house will look the most neutral? You might not have much space, but a little creativity can make many spaces look like a tailor-made office. ‘Teams’ allow a blurred background (which I think is brilliant for security as well).
• Check out your background. Obvious, yet many do not bother. In general, do not use a virtual background; it is generally not funny anymore, at least in most business settings. If you are using a video tool for both social and business purposes, just make sure the silly background you used for the family quiz is not still there when you go into the board meeting for work
• Do your prep as you would for any normal meeting. What do you want to achieve? Have you read the background papers? In fact, do exactly as you would in preparing for any ‘face to face’ meeting
• If you have to eat or drink, do so with care. Messy and noisy eating gets magnified on a video call and can be quite unpleasant. Usually a cup of coffee/tea/water is fine of course
• Consider your dress sense. A ‘suit and tie’ or equivalent, are usually NOT suitable in many video meetings because it looks like you are out of date and just ‘dressed to impress’. But equally look like you are doing business, not sitting on a beach with a pi?a colada. Smart casual is the rule and remember you may have to stand up during a meeting!
• You can be a bit more informal these days on a video business call – indeed, it can be a powerful way of building rapport. But do not get the balance wrong – you need to empathise in the appearance, style and content you bring, to get the most value out of a business video call
• Equally, do not show off by placing the Steinway or Picasso in full view, or showcasing your past sporting trophies. Your location should say as little about you as possible, and it’s a good idea to keep personal photos and other items out of view
• Do not do other things while on the video call. Everyone does it at times as it is tempting to do your email or try and catch up on that delayed project. But you will not be able to fully concentrate (whatever anyone says about multiprocessing, humans do not do it well)
• Take care when you share a desktop image that you do not compromise security – such as flicking through confidential emails or documents. Close your other browser windows to be safe
• And do put yourself on mute when not speaking. Rustling paper, feedback and keyboard typing is really annoying and in a large group hard for the host or chair to sort out the culprit.

Being A Meeting Host

• Be there early at least five minutes. It is not only rude to be late in letting people to your meeting (‘my time is more important that yours’) but the meeting will start in a shambles
• If you have not used the technology before, test the IT beforehand, and do not just trust it will all work, because others have used it ok. This is especially true for webinar tools, using new headphones, external microphones or a new laptop
• Familiarise yourself with the in-video functions and what they do – the conversation facility, sharing documents, co-hosting, recording and more
• Think about how you will ‘start and finish’ a videoconference. Welcome everyone, ensure they know each other, and keep to time. This is not always easy, even if you have an agreed cut-off time on a videoconference. Also, do think about comfort breaks in a longer video call!
• As ‘Host’ you are the ‘Chair’, so make sure everyone feels welcome, included and supported, free to communicate their ideas and concerns. It can be daunting for some people who are not used to video, to contribute to their best
• Use the ‘chat’ and ‘wave’ if you need for larger meetings especially to ensure that everyone has a chance to let you know as host that they want to speak or to privately indicate a concern
• Be mindful of security issues and confidentiality. Obviously, this is about who you let into the meeting, but also about information being shared and things like meeting recording facilities (especially if you share screens and hosting)
• Remind everyone about ‘muting’ microphones when they are not speaking if necessary, to stop background noise of feedback.

Above all, be yourself. Videoconferencing can feel awkward and uncomfortable, until you get used to it, and being slightly more relaxed and chilled helps to make it a better place business or social interaction.

Copyright ? Creese Consulting Ltd., 2020. All rights reserved.

This publication is intended as an introduction to ideas and a guide and should not be considered to cover every area of concern or be regarded as legal advice.