The arrival of the video conference was a blessing for those organizations spending considerable portions of the budget to allow their professionals to travel the world for face-to-face encounters. Still, for years the availability of high quality solutions for the small business remained out of reach if the tech budget was too small. Now, with access to VoIP and hosted phone systems, companies of all sizes can stay connected regardless of budget or location.
While the video conference can help significantly reduce the travel budget, it shouldn’t be viewed as a sub-par substitute for quality face-to-face encounters. Yet a lack of standard rules of engagement has left too much to chance for the average user. We may know how to interact properly across cultures when it comes to the typical telephone call, but how should we engage via video? Fortunately, a few key fundamentals are starting to develop to ensure positive experiences for all.
Image Matters
While the typical audio conference allowed you to show up for the call in your lounge wear, the same does not apply for the video conference. Your hosted phone systems provider can ensure the audio quality is perfect, but the same approach needs to extend to the visual image. If you’re launching the conference outside of an immersive telepresence environment – where you really just need to be sure you don’t slouch – check the picture-in-picture view function to get an idea of how you will appear to others. Remove all distractions from the background and check the lighting and line of site for participants.
How’s the Sound?
Just as important as checking your visuals before the call begins, you also need to check the sound. The volume needs to be set at the right level and you need to be sure you can hear participants on the other end. There are few things more embarrassing than starting a conference call with the Mute button locked in and you don’t know it. If you’re in a public location, be sure you know where the mute button is in case you need to block out distracting sounds from a source you can’t control.
Stay Focused and Avoid Adjustments
It’s easy to get distracted by other things when the conversation isn’t as engaging as the smartphone in your hand. It’s important to make it a priority to stay focused on the conference, regardless of other things you could be getting done. The whole reason for the video conference is to get the benefit of the face-to-face encounter, so don’t do things you wouldn’t do in a live meeting. This includes avoiding adjustments to the screen that can distract other participants or give the impression that you’re not actually paying attention.
As video continues to become more pervasive throughout the corporate environment, standard etiquette rules will apply. While they are still in development, just remember to bring the same rules you were given in kindergarten – sit up straight, pay attention and don’t bother your neighbor – and you’ll be ready to try your first video conference.
Edited by Alisen Downey