Thanks to technological advances and faster internet connections, video conferencing or virtual meetings are an option. And it’s important to understand that maintaining the usual level of professionalism during a video conference involves more than simply downloading an application and speaking from your laptop or cell phone. That is why we suggest the following tips:
Make sure you have a reliable, high-speed Internet connection.
This will ensure a perfect connection. If you are connecting to the Internet through your laptop instead of a desktop computer, use a wired Ethernet connection to avoid WiFi problems.
Choose a stable video conferencing software.
If you are organizing a meeting, determine which application to use. Zoom works fine, but the one that you decide to use, make sure it works properly before sending the invitations.
Test your equipment.
Before the meeting, make sure the software is properly installed on your device and practice using it. In addition, you must test your camera, as well as its audio input and output.
Have a backup plan.
You need to have a backup plan to communicate with your colleagues in case the connection is cut. Have at least one other person’s phone number and email address on hand so you can check if the connection went dead, if necessary.
Create the right environment.
Avoid taking the video conference against the light of windows or lights, as this will cause the video to be dim. Instead, go to a quiet, well-lit space. It is always wise to avoid distractions such as pictures on the walls or clutter on your desk. Also, keep all windows closed and your phone in silent mode to minimize the chances of background noise interfering with the meeting.
Dress and behave professionally.
It is important to dress and behave as professionally as you would during a face-to-face meeting, even working from the comfort of your home. Don’t make the mistake of wearing shorts or another casual outfit: you never know when you’ll have to get up to do something.
Learn when to use the mute on your microphone.
Mute your microphone when you’re not talking. This will help minimize any distracting background noise and allow everyone to focus on what the speaker has to say.
Lastly, remember to only have open the apps (or tabs on your browser) that you will use during the meeting. If you have a lot of things running in your computer, may be your screen will freeze. Also, if you will share your screen, everyone in the video conference will see what you have open on your computer.