When the pandemic hit the globe early this year, we did all we could to adapt while minimizing face-to-face interactions.
The world did not stop. It just slowed down.
As people adjust, new trends arise to address their pressing needs. Thus, video conferencing became the new norm in conducting most businesses.
Do you want to video chat? Probably. Video calling is not a new thing. However, before, it is mainly used for socializing. When the crisis came, many activities, including business and academics, started using this tool more frequently.
How do you make a video call?
There are many apps to choose from to do this activity. This demand led to the popularity of Zoom. It allows 40 minutes of free video conferencing for 100 participants. It has functions like screen share and breakout rooms that make it the choice app for many people these days.
However, 40 minutes is not enough time for many meetings. If you want to go beyond the limit, you need to pay a monthly subscription. The additional services are reasonable. If you do not wish to pay, there are other free apps to use for video calling. Other popular options are GoToMeeting, Google Meet, Skype, and even the upgraded Messenger Rooms by Facebook.
Basic video call etiquette
Many of the tools stated above are easy to navigate. However, some functions take time to master. If you are using video calling for tasks that need to show your professional side, you need to know video etiquette rules. It would help if you grasped everything from the technical to the proper behavior you must display during your meetings.
We compiled some of the most helpful video etiquettes below. These can help guide you in your future virtual conferences.
Before the meeting
Prior preparations are necessary to make sure that your video calls will go well. These are the things you need to do:
Set your agenda
Once you have chosen the app to use, the next thing that you need to learn is how to ask someone to video call. You do it by sending emails containing the details of the meeting. You must prepare the agenda that will be discussed during the session to set the right expectations. It will also guide you on what to talk about on a video call.
Test your gadget and connection
You also need to check the audio and video of your gadget. See if the mic is working because you need to speak to video call. You also need to hear what the attendees are saying. If you prepared visual presentations, try playing them before the meeting starts. It may cause unnecessary disruptions if you fail to test these things beforehand.
You also need to check the audio and video of your gadget. See if the mic is working because you need to speak to video call. You also need to hear what the attendees are saying. If you prepared visual presentations, try playing them before the meeting starts. It may cause unnecessary disruptions if you fail to test these things beforehand.
Perform a test call
Ask someone from the group of attendees to help you out in testing the call. If you do not know anyone from the group, try it out with a friend. It will help check if the link you sent is working and if the invitees can log in with ease. This way, you can adjust or modify it if necessary. You can also do a run-through of the meeting when you do this.
Dress up appropriately
Due to the increasing popularity of home office setup, how you dress up in a meeting evolved also. Since most video conferences will only allow half body exposure, you may choose to stay on your PJs from the waist down. Just make sure that the upper part is in proper style. Freshen up, shower, comb, apply cosmetics if necessary. Wear professional attire. Make sure that you straightened your tie andiron your tops well.
Choose your location
Proper lighting matters during a video conference. It affects how you look at other people's screens. As much as possible, choose a place in the house that has much natural light. If it is not possible, at least have the light source in front of you and not behind you.
Aside from lighting, it is also a vital video call ethics to ensure no disruptive sounds. Find a quiet place where no children or pets might accidentally barge in. It will also help to inform the people at home about your meeting. Ask for their cooperation during that time, not to disturb you.
Be on time
Log in to the app at least 15 minutes before the schedule. It helps show professionalism. If you are the host and need to admit participants, you need to be there before they start joining in. Respect other people's time so that they will also respect yours.
During the meeting
As soon as the meeting begins, you need to practice even more conference call etiquette. Video call meetings may require greater integrity from you because many of the things you do may not be apparent to others.
Introduce yourself
If it is your first time to do this, you might not be familiar yet how to introduce yourself in a videoconference. It depends on whom you are meeting at that time. If these are ordinary people, like colleagues, you do not have to be too formal. However, if you are talking to a new group, you have to make sure that you say your name correctly. Give just the right amount of information about you that will make them understand why you are the one handling the call.
Talk audibly
Once you start talking, ask the attendees if they can hear you loud and clear. Although you checked your mic beforehand, it helps to ask them too. What is good enough for you may be too soft or too loud for others. This way, you can adjust the way you speak throughout the meeting.
Set your video on
Whether you are the host or just a participant in a video call, you need to set your video on so they can see you. It makes the virtual meeting less impersonal since you can see each other's faces and reactions. It encourages interaction and helps guarantee that the people you are talking to are there and did not skip out while you are talking. It also takes away the feeling that this is just a one-way video call.
Put your mic on mute when not speaking
Background noises are distracting. Sometimes, even if your location is quiet enough when the mic is on, there can be audio feedback. When it is not your turn to speak, you should put your mic on mute. I twill minimize the possibility of picking up noise that can distract others.
Pay attention
Since you are just in front of your computer during a video call, it is tempting to multi-task. Although there are necessary tasks, devote the time you allotted for your meeting exclusively to it. Do not browse other pages nor play games. Listen to what the speaker is saying. It is embarrassing if they suddenly ask you something about the discussion, and you fail to reply because you were not listening.
Say excuse if you need to go out
It would be best to have all you need before you begin a video call conference to minimize distractions. However, there are instances that you need to excuse yourself because you have to get or do something. Going to the restroom is an example.
Even though you can rush out and come back in a breeze, it is better to ask permission before going out. If you cannot speak out, use the app's chat feature to let the host and other participants know where you are going.
Wait for your turn to speak
Sometimes, it is tempting to barge in and speak out your idea. It is good to encourage interaction, but you need to know the proper timing. If there are people who are still talking, you need to wait until they are finished. You may use the chat feature to inform the host that you want to share something and then wait to be acknowledged. It will make the meeting more orderly if you follow this rule.
As you end the meeting
As the meeting draws to an end, you need to observe a few more things as part of a conference call etiquette. You did the introductions; you discussed the agenda, now it is time to wrap up.
Wrap up the meeting
Once you tackle everything on the agenda, you may begin to wrap up. You can summarize with the attendees all that you discussed to verify that you covered everything. Perhaps, you may ask them to answer a feedback form to know what to improve next time. Make sure everyone knows that you are about to end. Let them ask questions if necessary.
Let the attendees leave the meeting first
If you are the host, let the participants go first. There might be some people who would like to stay longer to ask questions. It is also a sign of courtesy to those who attended. Once everyone left, you may then close the meeting room. Some apps need to have the meeting room completely deleted to keep them from appearing on other people's feeds or inboxes.
Save recording
In some apps, there is the capability to record the video call. If you choose to do this, you need to inform everyone in the meeting that you are doing so. You can stop recording once done with the conference. Then save the file as TS video, mp4, or whatever format is available in the app. Download it to your hard disk or in your other storage places.
Final words on video call etiquette
It is not hard to learn how to video call. Then again, doing it for business and more formal purposes may require additional finesse. It is not enough that you know how to run the apps. It is also necessary that you are armed with the right attitude and training as you do it.
How do you video call? The answer to this reflects how much you value the people you are speaking with during the meeting. It also shows your respect for the organization you are representing. Therefore, you must do it in a way that will reflect positively on you and your business or company.
The above video call etiquette can guide you on how to do it right. Although the times hinder us from doing what we used todo, we can carve a new path to professionalism. Make your video conferences a time worth attending both for you and your participants.
The above video call etiquette can guide you on how to do it right. Although the times hinder us from doing what we used todo, we can carve a new path to professionalism.
M ake your video conferences a time worth attending both for you and your participants.
M ake your video conferences a time worth attending both for you and your participants.
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