Video Conferencing Etiquette

Video conferencing is one of the most sought after methods for conducting long distance meetings

. It helps to save on time, money and it also saves on travel expenses. Just like a regular face-to-face meeting, there are things to consider when conducting a video conference. A good impression must be made regardless of the method used to conduct a meeting.

When it comes to the video conferencing equipment, it is important to test it before the actual meeting. This means checking the sound, the video and the necessary aids needed for the meeting like the projector among others. Ensure that the screen shows the people and not the furniture equipment. It is important to use as natural light as possible. If there are any open windows, close them and also shut the blinds or curtains.

How one dresses or acts when video conferencing also adds value to the meeting. When it comes to the colours that the conference parties wear, it is important to avoid very bright colours. It is advised that one wears formal pastel or muted colors to ensure better video quality. Other than how one looks, it is important that time is respected. All parties involved must be present at their respective stations and locations before the meeting commences. This is to ensure that any mistakes and problems are sorted out early.

During the conference, it is important to have a facilitator who will not only introduce the parties involved but will also let the agenda be known to them. It is vital to mute or turn off all phones and other gadgets that could interrupt the video conference. Also, just like any other meeting, avoid bringing food into the meeting as it causes a distraction. When the other site or party is speaking, it is important to press the 'mute' button. To avoid an echo or feedback on the audio bridge, let the other party finish speaking. One must sit or stand in an upright posture and ensure that there is less movement during the meeting. Use of natural body gestures is essential so as to avoid distracting the other parties in the meeting. This means that side conversations, poking one another, playing with one's hair and whispering is in bad taste and must be avoided at all costs.

The next most important thing other then clear audio and video quality is the aids used in the meeting. Word, Project or Powerpoint applications being used during the meeting must be tested and well installed beforehand to ensure that the meeting goes on seamlessly. If need be, all aids and equipment must be fully tested and checked before the meeting.

If the above video conferencing tips are observed, then this mode of meeting and conferencing will be the way to go in the future.

by: Jamie Simpson

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