Virtual Meetings During COVID-19

Barking dogs, dishes clashing, toddlers joining in, roommates photobombing, toilets flushing, etc. Sound familiar? By now, we’ve all been there. :0) 

 However, the worst offense of video conferencing is...FEEDBACK! Not the verbal constructive kind. We’re talking about AUDIO Feedback! 

 As video conferencing becomes our new normal, it is important to consider all members of your team ahead of time if you want the meeting to be a success. Avoid the assumption all you need to do on your end is provide the call-in number or link. 

 It is commonplace to have meetings where Baby Boomers, Gen-X, Millennials and Post-Millennials (Gen-Y) are gathered around a table.

 Although this diverse workforce may be accustomed to working on laptops, cell phones and, iPads...not everyone is familiar with using video conferencing Apps from their laptops and cell phones. This can be extremely stressful for the newcomer trying to navigate. The good news is, you can set your team up for success and avoid the disruptive scenarios above. Children and animals excluded of course. 

 Whether it is your first or 10th video conference call, here are some tips to make the next one a success.

•  Include a video tutorial link as part of your calendar invite. Whether you use Zoom, Google Hangouts/Meet or Skype...YouTube is a wonderful resource. Be sure to view the video in its entirety so there are no surprises. Make sure it includes instructions specific to locating, enabling and muting the microphone from a desktop or cell phone. 
• Audio feedback is the annoying echoing noise that occurs when a microphone and speaker are too close together. It is incredibly frustrating for all participants. It can happen when someone accesses video through their laptop but can’t figure out how to enable their microphone so they also dial in from their cell phone using the speakerphone option. To assist repeat offenders unaware they are to blame, cut and paste instructions under the troubleshooting/FAQ section-audio feedback, from the App you are using. Include for both cell and laptop. Request they test their audio prior to the video call and keep their microphone on mute during the call until they wish to speak.
•  Don’t be afraid to inject some humor. Create and attach a humorous pre-meeting “To Do/Remember to...” list for participants. Include items such as: remove cat from keyboard, flush toilet now, ask household members to avoid shouting obscenities. You get the idea.
•  Create a “Top 5” list of things to do (or not do) during the conference call. It is distracting to see people leave their chairs during a video conference. Video conferences should be treated no differently than if all were sitting in a conference room face to face.
•  Rather than ask if anyone has any questions, ask participants to wave their hands if they wish to comment to avoid speaking over one another. 

  Engagement and focus are key to those working remotely. A little advanced planning goes a long way in reducing avoidable distractions which can lead to frustrated staff members.