Ten tips for videoconferencing success
Debra Littlejohn Shinder
Published: 06 Nov 2007 16:48 GMT
…you should make an effort to avoid excess movement (such as "talking with your hands").
6. Use the self-view window
Most videoconferencing client software lets you see yourself (as seen by your camera) in a self-view window. Use this feature to check how you appear to others in the conference. Ensure that you're not too close or too far away from the camera; that you aren't off-centre; that part of your face isn't obscured; that a light source isn't lighting you up harshly; that you aren't in shadows; that you aren't looking up into the camera; and that it isn't looking up at you from below.
You should check all this before the conference actually starts and make adjustments as needed to present the most professional appearance, but it's also a good idea to keep checking throughout the conference. However, don't make large, obvious adjustments while the conference is going on, as this can be disruptive to the meeting.
7. Remove distractions ahead of time
Before the conference starts, remove distractions and potential distractions. If you're at your desk at work, close your office door and lock it, if possible, or consider placing a sign on it to prevent co-workers from bursting in during the conference. Turn the ring function off on your phones (including mobile phones).
If you're videoconferencing from home, it's especially important to deal with possible interruptions beforehand. Let your spouse and kids know that you're going to be in a business meeting and should not be disturbed for anything short of a real emergency. Lock pets out of the room; even the best-behaved animals seem to have a knack for barking or meowing or jumping up onto your lap at just the wrong time when you're on camera.
Whether at work or at home, close computer applications that may play sounds at inopportune times (such as the chime your email program plays when mail is received). It's often a good idea to mute your audio completely when you aren't speaking, especially if there are a large number of participants.
8. Dress the part
The nice thing about a telephone conference is that it doesn't matter how you look. You can conduct business when your hair's a mess and you're wearing your grungiest sweats. That's not so for a videoconference. Even if you're working from home, the best practice is to dress professionally, as you would if you were meeting with these people face to face.
Some folks try to get away with "half dress". Because the camera will normally be focused on your face and upper body, you might be tempted to wear a dress shirt and jacket over cut-off shorts and bare feet. Usually, you can get away with it. But what if something unexpected happens and you have to get up while the camera's running, or the camera itself falls over and shows the rest of the meeting attendees what your bottom half looks like? It's easier to just dress in normal business attire — for all parts of your body. You also might want to take a tip from TV news presenters: light, solid-coloured clothing (such as pale blue) looks best on video.
9. Don't multitask
Because you're at your desk with your computer in front of you, you might be tempted to work on other items, read your email, or surf the web during lulls, such as when someone else is talking or presenting. However, even when you aren't speaking, others may be watching your facial expression to gauge your reaction, and it's best to appear interested. Besides, you may miss important parts of the discussion and thus be unprepared when it is your turn to speak.
Checking your BlackBerry during a normal meeting is rude, and it's just as rude to attend to other things while you're in a videoconference.
10. Observe standard meeting etiquette
All the same rules apply as when attending a "real" meeting: don't be late, don't interrupt or speak when others are speaking, and don't get emotional. Introduce yourself the first time you speak (unless it's a one-to-one meeting with someone you know well). State your positions or comments clearly and concisely — don't ramble on or hog the floor, and don't bring up issues that aren't related to the agenda of the conference.
Debra Littlejohn Shinder is a technology consultant, trainer, and writer.
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