Easy Etiquette Tips When Videoconferencing
Nothing makes for a smoother videoconference than advance preparation. Advance preparation will make you more relaxed on the exact day of the conference and thus make the person on the other side of the conference more relaxed. This is especially important when dealing with a number of people, some who know nothing of technology and are more than a little uncomfortable. If possible, the videoconferencing room should be designed as a friendly and familiar environment. People on video, in relaxed and familiar surroundings, are more likely to forget they’re being filmed. Let everyone know ahead of time what to expect, just exactly who will be at the conference, and who will be watching the conference. A first videoconference can feel like the first day of filming on a network television. Be prepared and help get the other members of the conference prepared.
- One way to do this is with an “audition”. Most videoconference equipment has a “self-view” window. A self-view window lets you see how you will look on the other side of the transmission. You see yourself as the others will see you. What will you be wearing?
- What does the other person see behind you? You may want to adjust the lighting or create a backdrop and if the videoconference is done at work, where will you sit? What color clothes should you wear? If you are videoconferencing from home test the equipment in advance, make sure everything works. Test your microphone for volume and clarity. At work it may be your responsibility to test in advance or your employer’s and if your employer does not automatically call for a videoconference rehearsal then request it yourself. Still, if you’re caught at the very last minute with a sudden call to the conference room, you have only to remember the following:
- Use common sense. Interact with the person on the screen as you would interact in a face-to-face conversation. Strive for direct eye contact. This is especially important when talking to a screen because direct eye contact maintains the human element and the screen aspect of the conversation can almost disappear. Speak clearly and loudly, whether it is to the video screen or to the others in the room.
- Be calm. As stressed before, rehearsal reduces anxiety. Even without rehearsal remember that moving naturally while keeping body movements to a minimal will enhance your conversation. Try to remember that every sound you, or anyone else for that matter, makes in the room can be transmitted and heard. The rustling of papers, snapping of fingers or scooting of chairs seems even more distracting during a videoconference. Remove that dangling charm bracelet and find yourself a seat you can remain in throughout the conference. Everyone present should turn off their beepers, and watch alarms and cell phones.
- Remember courtesy. At the very beginning of a videoconference everyone present should be introduced and as it is impolite to interrupt another in everyday conversation, so it is during a videoconference. Avoid speaking over people and don‘t interrupt. The tough part here is that some conferences are held with a conference room full of people who, in the heat of conversation, may even forget they are on a videoconference. If no one else brings the room chatter under control then you do it. Someone has to remind all that a videoconference is in process and bring attention back to only one speaker at a time.
- Write a script. Usually a videoconference is set for a specific time and a specific length of time. Even if the videoconference is from home, knowing what you will talk about and who will do the talking makes the conference go so much smoother for everyone. A business conference almost literally requires a “director”, someone with a written basic outline of what needs to be discussed and who can keep participants on the right track.
With a bit of forethought good manners in videoconferencing become quite simple. Be courteous, be polite, be yourself and be on time are the simplest videoconferencing etiquette tips to remember. With these rules in mind you can look forward to an enjoyable and successful videoconference.
(No Ratings Yet)
Loading ...