Understanding the basic dos and don'ts of video conferencing etiquette is the key to productive communication and collaboration. Video conferencing is more common than ever, and that’s not going to change. Learning how to be comfortable and confident on camera is a critical skill for today’s professionals.
While getting on camera for the first time can be intimidating, like anything in life, practice makes perfect. After a few video calls, you should start to get a feel for it. Follow these guidelines to make a solid impression every time.
1. Do: Create a Professional Environment
The first step in following video conferencing etiquette is to make sure both you and your surroundings are camera-ready.
Of course, if you’re participating in a video call from the office, you should only need to do a quick mirror check and tidy up your space. However, if you’re attending a meeting remotely, you’ll need to consider a few important factors.
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- Dress to impress. From head to toe, dress just like you would at an in-person meeting. It might be tempting to keep the pajama bottoms on, but the risk of needing to stand just isn’t worth the comfort! And, dressing professionally helps to put you in the right mindset.
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- Set the scene. Video conferencing etiquette will vary depending on the organization. Is a virtual background appropriate? If you’re not sure, skip it. A blank wall makes a fine background. If that’s not practical, make sure your background is neat and organized and the room is well-lit.
2. Don’t: Show Up Late
When it comes to the dos and don'ts of video conferencing etiquette, arriving late is a major don’t! Everyone will notice that blank screen highlighting your lack of punctuality, and you could interrupt the meeting in progress when you join. Show up a few minutes early.
3. Do: Be Prepared
Before you start participating in video calls, check your tech. While technical issues aren’t intentionally breaking video conferencing etiquette, they do disrupt the meeting. Troubleshooting in advance will prevent gear-related incidents.
If possible, do a trial call with a friend or family member. Check the volume and sensitivity of your microphone. Find the right volume level for your headset. Make sure your internet connection is stable and fast enough to avoid hiccups.
In addition to preparing your equipment, have all necessary materials and information nearby and ready for the meeting. You don’t want to be getting up to rummage around while the other participants twiddle their thumbs.
4. Don’t: Be Distracted
Video calls aren’t the time for multitasking. Maintaining laser focus on the immediate discussion is video conferencing etiquette 101. Even if you’re actually being productive, you’re going to look distracted.
5. Do: Maintain Eye Contact
Just like in-person meetings, eye contact shows that you’re engaged and absorbing the information. That doesn’t mean staring at the camera at all times! Keep your non-verbal cues natural, just like you would when talking to a colleague at the office.
6. Don’t: Be the Star of the Show (Unless You Are)
Sometimes the dos and don'ts of video conferencing etiquette depend on your position. Unless you’re hosting the meeting, remember that everyone should be able to participate equally. Even if you’re a natural star on camera, this isn’t your time to play the lead role!
Being considerate of everyone’s time is essential video conferencing etiquette. If a question can wait to be addressed individually, save it for later. Keep your communication clear and concise, and limit the conversation to topics that are directly related to the matter at hand.
7. Do: Be Friendly
A quick smile, greeting, and introduction (if necessary) go a long way in helping everyone feel at ease. Professionalism doesn’t have to be rigid and stern. A positive demeanor opens the lines of communication and encourages participation.
8. Don’t: Eat
Even if you missed breakfast, video calls aren’t the time for snacking. Sipping a bottle of water or a cup of tea or coffee is usually appropriate video conferencing etiquette, but save the munching for when the camera and microphone are off.
9. Do: Mute Your Mic
Microphones pick up ambient room noise, even in quiet environments. And, when you multiply those sounds by the number of participants, you end up with a cacophony of in-ear distractions.
Get used to muting the mic when you’re not speaking and unmuting it when you are. You may forget from time to time, but try to make it a habit.
10. Don’t: Rely on Outdated Equipment
As you consider the dos and don'ts of video conferencing etiquette, don’t overlook the importance of your hardware. So many video conferencing etiquette problems are directly related to outdated and/or low-quality equipment. A rock-solid communications system is a must.
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Now that you’re familiar with the dos and don'ts of video conferencing etiquette, it’s time to level up your communications accordingly.
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As long as you have dependable communications equipment, you should have no problem following video conferencing etiquette. Elevate how you communicate and collaborate!
