Video conferencing is definitely a boon for enterprises in any industry. However, it is not the end-all be-all solution for productivity that some make it out to be. Rather, it is a tool that has to be mastered in order to reap its many benefits. Otherwise, you’ll just end up wasting as much time as you would in an in-person discussion. In this article, we will discuss a few boo-boos that you should avoid at all costs if you want to continue looking like a professional at your company.
Unclear Meeting Objectives
There’s nothing worse than logging onto an online meeting, only to find out that nobody knows what has to be accomplished. It’s a huge waste of everybody’s time and energy. However, it’s even more irritating whenever a meeting turns out to just be a status report that can easily be done over e-mail instead. Thus, it’s of utmost importance that you prepare a meeting agenda in advance. That way, everybody will know what is to be discussed during the conference, according to a useful article on Business News Daily. It’s best if you can send the agenda a few days before you’re set to talk, because this will ensure that all participants will be able to amply prepare research and other data required for the meeting. Attach all relevant materials as well so that everybody has enough time to review the necessary data before the conference begins.
It’s understandable that companies may try to make the most out of their money by going for cheaper conferencing technologies versus the top-tier ones. However, this will come with a corresponding drop in value. Your web camera may not have a high enough resolution to show your faces clearly. Your mic may pick up background noise or static. Your program may also be hard to navigate. Having to deal with troubleshooting issues during an important meeting will just derail the conversation and delay everybody from coming to a conclusion. Instead of allowing your conferences to constantly get disrupted because of another glitch or two, why not make a suggestion to change things up? It would be best to convince your company to invest in the best group video conference systems available, such as BlueJeans. That way, you can be sure that you will get top-class quality and focus more on the discussion at hand rather than fixing problems that may crop up with the hardware or software.
Eating During the Web Conference
You’re at a meeting in order to solve a problem, not to shovel food in your mouth. Thus, try your best to get your meals in before or after the meeting. Otherwise, you might distract everybody else from the topic at hand just because of the sight of your food on their screens. If you really must grab a bite during your online conference, make sure to turn off your mic so that nobody has to hear you chewing every few seconds, according to an article on Branding Magazine. Make sure to ask everybody in advance, too, if it would be okay to sneak in a meal while you listen to everybody else talk. And try to make it quick. The sooner you can finish up your food, the sooner you can focus fully on the conversation and get things wrapped up quickly.
Moving Too Much During the Video
We’re not talking about using facial expressions and body language to your full advantage. What we mean is this: moving your equipment around too much while the conference is in motion. This could cause your video output to turn out shaky due to destabilizing your camera. At the same time, your mic may be able to pick up all the shuffling noises you’re making. Instead, at least an hour before the meeting, try to find a place where you can keep your equipment stable and at an ideal angle. That way, you won’t end up spending most of the discussion constantly adjusting your camera just to find the best angle. If you really must find a better spot, turn off your mic and video first so that nobody has to hear your footsteps or see you moving around. Then, turn the mic and camera back on once you’ve settled down in a comfortable spot.
In Conclusion: Be Self-Aware and You’ll Be Fine
You don’t want to end up making a fool of yourself in front of everybody else in the company, so try your best to avoid the mistakes that we’ve outlined here. Just think: what would you hate to see everybody else in the conference do? What would annoy you while you were trying to share your thoughts during a meeting? If you can imagine what would personally irritate you, you can have a better idea of the habits that you have to avoid yourself.