Given that many companies and organizations have switched to working from home, video calls have become a widely discussed and highly relevant topic. At first, however, they are far from perfect. Some people struggle to install the required software, others have family members wandering in the background, and some even join the conference in pajamas under a nickname like “Kitty 007.”
But what rules should you follow to avoid such video call faux pas?
1. Choose a suitable platform
Consult with all team members to find out which online platform works best for them. Many may be used to working with Skype, but times have changed, and there are now many high-quality online tools available. One example is Zoom, which allows free video conferences for up to 40 minutes, during which you can share your screen or notes and automatically create audio and video recordings. Other recommended platforms include Discord and Google Hangouts Meet, both free and offering similar features to Zoom.
2. Avoid technical problems
Choosing the right platform doesn’t guarantee that minor technical issues won’t occur during a conference. However, many can be easily prevented before the call begins.
Tips:
Register on the chosen platform in advance
Set everything up well ahead of time
Familiarize yourself with all platform features
Test your microphone and adjust your camera
3. Choose your background
During a video call, your private space can be partially exposed, which may not always be comfortable – especially if you’ve never visited each other before. Try to make a good impression: avoid messy clothes, dirty dishes, and generally organize your space as if your colleagues were visiting in person. If cleaning isn’t feasible, Zoom offers the option of a virtual background.
4. Don’t forget your clothing
One might think that dressing appropriately for a video call is obvious, but in practice, it often isn’t. Remember that anything can happen during a call – you might get up to pour water, someone may knock at the door, and colleagues will see what you’re wearing below the waist. Also, stick to neutral colors; bright tones can appear as a distracting blotch on screen.
5. Prepare your home environment
Children are at home, the rest of the family may also be working remotely – the house can be full of people. Ask them to be quiet during the call and give you space. Pets don’t always understand work obligations either, so try to find an activity that will keep them entertained for the duration of the meeting.
6. Mute your microphone when needed
Before the call starts, practice muting and unmuting your microphone and, if the platform allows, others’ microphones as well. This helps avoid distractions like typing or rustling papers. All the platforms mentioned offer this feature.
7. Give space for responses
Online communication has improved, but it still can’t fully match in-person interaction. Depending on internet quality, colleagues may take longer to respond. Give them enough time not only to formulate their answers but also to allow the platform to transmit them properly to you.
8. Assign a moderator
A video call should resemble a real-life meeting, following similar rules:
Arrive on time
Don’t interrupt each other
Stick to the topic
These seemingly simple measures can save colleagues a lot of time and shorten the meeting overall. Assigning a moderator helps ensure these rules are followed. Choose a colleague in advance to lead the call and keep everyone on track.
We wish you successful online meetings!
