Video conferencing has become an essential part of the modern business world and helps to improve the connectivity of remote team members.
If you’re not entirely familiar with the expectations placed on you when you’re part of a video conference call, that’s okay. We’re here to help you learn the rules regarding video conference call etiquette.
Consider the following information to avoid committing a major faux pas at your next big meeting. Or share them with your colleagues to help them the next time they make one of these mistakes.
Table of Contents
Video conferencing etiquette
- When you’re not speaking, turn down the sound.
- Be on time.
- Make sure your technology is working properly.
- Use technology to fully engage remote participants.
- Choose the right software and hardware.
- Wear clothing appropriate for the job.
- Frame the camera properly.
- Have the right light available.
- Look into the camera.
- Pay attention.
Mute your microphone if you are not speaking
Even if you’re not talking and think you’re being quiet, most microphones can pick up small background noises such as coughing, sneezing or typing. These noises can easily distract other participants in a video conference and potentially be annoying.
Be prepared to join on time
This point should be a standard part of any meeting, whether it’s video or any other form. While you can get away with sneaking into a physical meeting late, everything is easier to see in a video conference. If you’re late, you’ll make noise and disturb everyone in the room who is talking.
Make sure your technology is working properly
You don’t want to delay a meeting with an important client because your video conferencing system isn’t working properly. Before you try to get the next big investor on board, you need to run a few test runs with your internal staff. Find someone willing to help you, and make sure you fully understand the process before you start your first video conference. This will ensure that everything runs smoothly during the actual event.
Use technology to fully engage remote participants
You want remote video conference participants to feel like they can participate and that they are a real part of the meeting. Fortunately, there are newer and smarter hardware options today than ever before that can make video conferencing run more smoothly. This creates a natural, conversational atmosphere that engages remote participants far more than a simple webcam setup.
Choose the right software and hardware
The right video conferencing hardware is only half the job. You also need a software solution that your employees can use without frustration and extensive training. Find one that will cover your exact requirements and avoid buying additional solutions and combining them in complex ways.
Wear the right clothes
While it may be tempting to work all day in your favorite sweatshirt, consider wearing professional attire for the video conferences you attend. You don’t have to wear anything fancy, but choose something that would be appropriate if it were an in-person meeting, not a virtual meeting.
Proper camera framing
When shooting video, make sure you frame the camera so that it feels natural and you can look into the camera. Sit down at eye level of the lens and try to position yourself so that the center of your body is pointing up. Positioning the camera too low can lead to unflattering and awkward angles.
Set the right light
Poor lighting conditions have a huge impact on the quality of the video you send. Make sure there is enough light in the room you are in. Try not to mix natural lighting and office lighting unless your office bulbs are white like daylight.
Look into the camera
A common mistake is to look at the video feed instead of the camera when talking to a remote participant. While this may seem like the right thing to do, it actually looks like you’re looking away and not paying attention. It makes you appear more distant and less professional. Looking into the camera lens is the equivalent of looking into a person’s eyes, so practice it until you feel comfortable doing it.