How To Make The Most of Your Virtual Meeting
Global businesses can not always afford to send delegates to meet in person. The business needs require meetings between offices on national and global levels, but the costs involved in transporting staff members to attend meetings all over the world can be prohibitive. Videoconferencing solves this problem, and for little more than the cost of the internet system the business already has on line, is a cheap and cost effective way of resolving national or global issues.
However, many managers fail to make the most of this technology and some virtual meetings become a waste of time for the participants. To avoid this, there are some basic rules to follow when using videoconference technology.
Rule 1 – Never interrupt a speaker.
This is rude in any meeting, but is more difficult to deal with on the videoconference, as voices ‘collide’ mid-stream and no-one gets heard.
Rule 2 – Don’t Fidget
Shifting or moving about in your chair can be extremely distracting for those watching the videoconference. Even if you tap a pen or shuffle your feet underneath the line of sight of the camera, the noise you make will be picked up by the microphone and will cause a distracting background noise.
When you are speaking keep reasonably still and try to refrain from using too many hand gestures as these can be distracting. The video will emphasise and exaggerate jerky movements, so use slower and smaller movements than you would in a face-to-face meeting.
Rule 3 – Avoid Slang and Cultural Commentaries
When you are speaking, ensure that the language you use can be understood by all participants in the videoconference meeting. You need to avoid the use of slang terms, which are likely to be misunderstood by participants from other cultures or countries.
Rule 4 – Smile and Watch the Camera
Watch your body language and facial expressions, even when you are not the one speaking. People can still see you and may be watching for reactions to what is being said. If you can have your image on screen, next to the other participants, use this facility.
Sit with your face towards the camera, face-on, rather than at an angle. Preferably, use full or wide angle shots rather than close ups, as this allows more body language to be picked up by the other participants and can make your speeches clearer.
Smile and maintain eye contact with the camera. Use the monitor to view others and the camera as a tool to make eye contact with.
Rule 5 – Watch the Lag
Keep in mind there is often a time lag between the spoken word and when you hear it. Allow reasonable gaps to compensate for this in between sentences, or sections of your speech, so that the other participants have a chance to ask questions to clarify if they need to. Technology is improving every year and this is becoming less of an issue.
Rule 6 – Watch Your Wardrobe
Avoid wearing stripes, designs, plaids or patterns, if you can, as these can be distorted by the video and can appear to ‘bleed’ and move, causing distractions for other participants. Plain, solid colours are best to wear. Where possible, avoid wearing white as it distorts the camera’s idea of lighting required and will make your face appear very dark. Red also ‘bleeds’ on the video image and should be avoided.
Rule 7 – Do Not Appear Aggressive
It is often difficult to tell how other people will see you on a video conference. One of the common errors people make is to lean into the camera towards the listeners. Unfortunately, this is seen as aggressive body language on the other side of the video conference. Stay two to three metres away from the camera and try to show an attentive, but relaxed face towards the camera.
Rule 8 – Do Not Have Side Conversations
As soon as you speak, the voice activated microphones will switch on, and the camera will refocus onto you. Having a side conversation with people in your office is rude and should always be avoided during a videoconference. If you can, shut the door of the office, so that you will not be distracted and will be attentive to the virtual meeting you are attending.
Rule 9 – Follow The Agenda
Every meeting, whether face to face or virtual, should follow the agenda. Keep the meeting on track to ensure it is productive.
Rule 10 – Take Notes On Actions
Minutes of the meeting should be produced and circulated, via email, to all participants. However, you should personally take notes on any actions you have agreed to complete, so that you can start this process immediately when the videoconference is ended.
Following these ten rules will help to ensure your videoconference and virtual meeting is as productive as one that is face to face. Save your company money in transport by organising productive videoconferences.
By Hayley Hunkin
