Video conferencing is a fantastic way to be there for meetings that are happening anywhere in the world. When your office is video conferencing, it's important to follow the proper etiquette that will make it easier for everyone to participate in the conference and to get the most out of it.
Do Prepare Well
One of the major things to do for the conference is to prepare the room for effective video conferencing. That means having enough light in the room so that everyone is easily visible and getting rid of anything visually distracting. Set up the room so that everyone in the room is visible on the camera. Turn off anything that will cause distracting noises, such as an air cleaner or appliance.
Don't Cause Distractions
When your video conferencing is set to begin, it's important to get rid of anything that could distract people from the conference. Because it's virtually impossible to get rid of all noises in an office, the best etiquette to follow is to mute your side whenever you are not speaking. This will get rid of the tiny sounds that can build up and distract others. Having someone walk into the room during the conference, bring you messages, or deliver your mail will not only distract from the conference, but it will also make the office look unprofessional. Let the office know not to disturb you.
Have you ever been to a meeting that drags on and on? Everyone has been in meetings like this, and they drive a severe blow to office productivity. During video conferencing, respect the time of everyone involved. Don't let distractions or other subjects take over the conference. It's a good idea to have an Initial time frame in mind. Think about the time it should take to go over a topic, answer questions, etc. you'll be more likely to stay on topic if you've already thought about a specific time frame for the conference.
If your office needs state of the art video conferencing, contact us to find out more about how we can help your office have better, more effective video conferences.