Since the pandemic, the way people work has changed significantly. It’s now much more common to be working from home, and even when you’re in the building, meetings are more likely to be held over Zoom or Teams than in person.
To that latter point, you’ll likely find that you’re using video conferencing a lot, whether it be for internal communication or dealings with clients, and while it might seem like a relatively simple change, it can represent a surprisingly steep learning curve.
If you’ve been struggling to get to grips with virtual meetings, you’re not alone, but thankfully, there are several things you can do to make the process smoother. In this article, you’ll learn 10 tips to help you.
1. Test Your Equipment Before a Meeting
Everyone’s been in a situation where you or one of the other attendees of a virtual meeting is having some technical difficulties, whether it be a camera that shows no image, a malfunctioning microphone, a dodgy internet connection, or whatever else.
The fact of the matter is that most of these issues can be solved simply by taking some time to ensure everything is in working order before you start or join the meeting. Both Zoom and Teams have features that enable you to test each element beforehand; it’s a simple step that prevents a multitude of problems.2. Dress Professionally
One thing that many people new to virtual meetings struggle to get the hang of is how to act, and your clothes are a great place to start.
If you’re working from home or from another remote location, wear what you’d usually wear if you were in the office. The small details in what you’re wearing go a long way in conveying professionalism, and in actuality, it can also make you feel much more comfortable with the process and help get you in the zone.
3. Think About Purchasing Better Equipment
While most laptops come with a built-in webcam these days, that doesn’t necessarily mean it’s a very good one. It may be that your laptop is up to scratch from a daily functioning perspective, but the camera leaves something to be desired for modern virtual meetings.
If this is the case, an aftermarket webcam can be purchased cheaply online. These usually plug in via USB and gently hook onto the top of your screen. Even a really basic one will likely provide better resolution than the built-in lens.
4. Be Mindful of Different Time Zones
Video conferencing has greatly increased the ability to communicate with clients and partners all over the world, but that throws up the complication of time zones.
It’s easy to forget that other people could be hours ahead or behind you, so take care to book meetings at an appropriate time for the individual you’re conversing with. An app like Calendly can really help here, as bookings are automatically calibrated for both parties’ time zones, and you can sync it with Zoom.
5. Consider Accessibility Needs
Just like at work, there are also accessibility needs to think about. For instance, if someone has hearing trouble and wears a hearing aid, you’ll need to be mindful to accommodate them and make sure settings are in place so that they can hear what’s going on properly.
There are settings for using hearing aids in virtual meetings, and the user may not know how to set them up, so be sure to identify any needs before the call and have everything in place so that it goes off without a hitch.
6. Have a Plan
While there’s a tendency to think that virtual meetings are more casual than their in-person counterparts, this may not be the case, and you’ll still need to do just as much preparation as you would ordinarily.
Organizing a plan for what you’re going to do and say is crucial if you want the meeting to go smoothly, so even if it’s just some notes jotted down on a bit of paper next to you, be sure you have at least something to go off of.7. Use AI Transcript Software
One of the best use cases for AI in recent years has been for transcribing virtual meetings. Having to take notes, especially when there are multiple people talking, can be difficult, and these plugins automatically record and transcribe dialogue so that once the meeting is over, you have all the notes you need.
This allows you to focus intently on the meeting at hand without having to worry that you’re not retaining all the information (as no one remembers absolutely everything).8. Remember to Take Breaks During Long Meetings
In a traditional meeting, you’d have breaks if it went on for a long time, but many people forget to do this with virtual ones.
You might be in a more comfortable setting, but that doesn’t mean that you won’t get eye strain and general listening fatigue. If the meeting is longer than 45 minutes or so, it’s always important to schedule and 10 to 15-minute break in between just to allow everyone to stretch their legs and recharge a little.9. Consider Using Visual Aids
Zoom, Teams, and Google Meet have robust screen casting features, which allow you to deliver presentations from Google Slides and Microsoft PowerPoint, so be sure to learn how to use these features if you’d benefit.
Especially if the attendants are just sitting at home, it’s much easier for the mind to wander without visual stimulation, and presentation slides are one of the best ways to keep your audience interested in what you have to say.10. Have a Back-Up Plan
And finally, remember to have a backup plan in place. However advanced, no technological infrastructure works perfectly 100% of the time, so it’s important to know what to do when you’ve got an important meeting and your hardware or internet connection fails.
The best method is to have your slides ready to go as a handout with annotated notes, and providing this to attendees is good practice anyway for solidifying information.
Wrapping Up
Hopefully, you’re now a little clearer on how to get started with video conferencing. While it might seem like a pain at first, you’ll soon get used to it and enjoy the many benefits these platforms have to offer. Good luck!
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