Video Conferencing Etiquette

Video conferencing is similar to a live meeting, but with a few differences! Of course, the same good sense applies for an in-person meeting, but video adds a few other considerations. To make the best possible video conference experience:

Set an Agenda

• An agenda keeps things flowing well.
• Plan ahead for document-sharing since you can’t do handouts yet over video. Portable LCD displays and projectors come in handy.

Do Introductions

• Assign one person to make introductions or allow each individual to share name and role.

Make Yourself Heard

• Speak up! There’s nothing worse than being in a video conference with someone who is mumbling. Do you really want the meeting dragging on with, “Could you repeat that, please?”
• Make sure you are speaking loudly enough so participants at the other end of the conference room can hear you clearly, not just the person next to you.

The Eyes Have It

• Eye contact plays a central role in conversational turn-taking, so use eye contact and pay attention to others’ signals to facilitate smooth conversational flow.
• Remember that your eye contact should be directed toward the camera, not the monitor, as well as the people in your room.
• Eye-rolling: maybe not so good.

Spare the Background Noise

• Activate the mute feature if you have to make a disruptive noise such as moving the video conferencing equipment…or coughing.
• Avoid side conversations or comments. If you really need to let the person next to you know their pants are on fire, use the mute button.
• Pause briefly to avoid talking over the other party. This is not only polite but prevents audio feedback and echo.
• The sounds of rustling papers or fidgeting with a pen are magnified in a video conferencing call with high-definition audio, so sit on your hands if you have to.
• This ought to go without saying…save your lunch or snack!

Act As If You’re Interested

• Stay focused on the meeting. On a conference call, you might get away with reading your email or making a to-do list, but no way on video. Put your computer and mobile devices out of sight.
• Your posture can reveal your interest – lean in to show you’re listening.
• Let the other participants concentrate on what you are saying, not what you are wearing. Solid colors and other non-loud clothing should prevail.
• Avoid having people come and go as much as possible. Lots of movement can interrupt the video quality as well as make it hard for all participants to focus.

It Goes Both Ways

• Don’t forget this is a two-way experience, not a TV show, so engage the other participants with your brilliant use of multi-media presentations. Got a relevant video? Show it!

Interested in learning more video conferencing tips? Give one of VoIP Supply's IP communications specialists a call at 800.398.8647 to learn more about how video conferencing can improve your business or read this additional article on video conferencing tips!