We are more than ¾ of the way into 2021, and video conferencing is not going away. If anything, video conferencing has proven to be a reasonable facsimile for in-person meetings. But video meetings are different from in-person meetings, and there are specific rules we must follow on video that may not apply in person.
Some may have many years of experience with Zoom and other platforms like Skype or Microsoft Teams, while millions of others do not. Whether you’re an expert or a rookie on the screen, these nine Zoom etiquette tips will help ensure higher quality and more productive virtual meetings for all.
9 Do’s and Don’ts of Video Conferencing
1. Be on time
Getting stuck in traffic, taking the wrong exit, or getting a flat tire are not valid excuses for lateness if your meeting is on video. Sadly, there are not many outs when you are late for a video meeting. (Internet problems should be identified ahead of time.) Make it a best practice to be on your call at least five minutes before the meeting starts. If you are the host, get the virtual meeting room ready at least ten minutes in advance and be prepared to greet early attendants.
2. Turn your camera ON.
You don’t go to meetings with a paper bag over your head, and the same rule applies when you’re on screen. If you want to elevate your professional presence, start by showing up fully and turning your screen on every time. By doing that, you not only show a commitment to the person you are meeting with, but you elevate the bar for everyone else in the Zoom room. That’s leadership at its best.
3. Dress the part.
First, make sure you are wearing the appropriate attire. I know it’s tempting to work in your pj’s all day, but the video conference is not the right place to do it. You don’t have to get fancy. The key is to choose attire for your virtual meeting that would work just as well if the meeting were in person.
4. Frame your face.
Position your computer camera at a level that will allow you to look at it straight on. Sit or stand at eye level to the lens; this might require propping your computer on top of a few books or looking for a higher tabletop—no more nostrils of tiny heads!
5. Mind the light.
Your lighting – or lack of it – has a significant impact on your video quality. Make sure there is enough light in the room to avoid your video coming across grainy. If you are using artificial lighting, make sure you don’t light your face from below. (I did this once and looked like the villain in a bad movie.) The best way to use artificial lighting is to place the light at an angle from your face.
6. Make Eye Contact.
Eye contact is critical for creating an engaging meeting. However, it can be tricky. Avoid looking at yourself when speaking and instead, look at the camera. Looking at yourself creates a shift in your eyes that can make you appear less professional, less engaged or, worse, focused on yourself. Looking into the camera lens creates the illusion of eye contact with the receiver. This might take a bit of practice, but it’s worth it as it will elevate your presence every time.
7. Master the Mute Button.
External noise is distracting to participants and sometimes embarrassing to you. The good news is that it’s super easy to fix. Learn your meeting settings. If you don’t know how to mute yourself, ask the host or watch a quick tutorial before the meeting. Every time you’re not talking, mute yourself. And, don’t forget to unmute yourself when it is your turn to speak.
8. Take the time to learn the video controls.
Once you learn how to mute and unmute yourself, you must know how to use the controls, especially before hosting a video meeting. For example, you might need to let participants in from a waiting room, share your screen, or record a meeting. Take the time to familiarize yourself with the host features; it will ultimately save you time and frustration.
9. Avoid multitasking.
Multitasking is a myth. (More on that in another blog.) Focusing on more than one task at a time while in a video meeting will interfere with your performance, attention, and efficiency. Research shows that the human brain literally cannot perform two tasks that require attention simultaneously. Therefore, commit to staying fully present at your meetings, and if there is anything else that requires immediate attention, excuse yourself and take care of it.
Following these simple tips will pay huge dividends and make your virtual meetings a place of real connection and productivity. By elevating your on-screen presence, you not only elevate your own personal brand, but everyone else on that screen as well.
Enjoy raising the bar!
With love,
Mari Carmen
P.S.
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