It’s probably safe to say that video meetings for business (and sometimes even for personal life) are here to stay. Whether it’s an internal meeting within the marketing department, a sales meeting with an important client, or a virtual “happy hour” meetup with your favorite buds, video conferencing has become the predominant way most of us have been connecting with one another since March.
My Reddit feed has sent me countless funny clips of people’s early work-from-home video meetings: bed hair and ungroomed beards gone awry, adorable pets, cute kids, and all sorts of real-world things that helped peel back the veneer of perfection on bosses and co-workers alike. Laugh-out-loud stuff, to be sure, but hardly businesslike!
So now that we’re a few months into the “new normal,” it’s time to professionalize our video conferencing skills and abilities — especially since this mode of communication is expected to stick around for a while. Today, I want to give you a few tips on how to present yourself during a video meeting—tips that’ll help you look and sound professional, no matter what
1. Ask everyone to make sure they can hook up prior to the meeting
Make sure everyone has the appropriate downloads, codes, or invitational links to access the virtual meeting room—and ask them to try and access it prior to the first meeting. And mention that by “prior,” you don’t mean two minutes prior. While there are definitely some “not my fault” glitches that can suddenly occur when linking up, showing up late (or not at all) to a virtual meeting is pretty much the same as showing up late to (or blowing off) an in-person meeting in the office conference room. If you’re a participant, be sure to know ahead of time where you’re going and then arrive on time, and if you’re the meeting leader, make sure everyone has what they need to successfully gain access.
2. Have an agenda and send it out
Even before the stay-at-home orders came out, I dreaded meetings with no agenda—they always tend to be unruly things that meander from topic to topic and never seem to end. So, even if you have only one item on your agenda, send it out anyway, so that attendees will be informed, prepared, and have the necessary reports and data ready to make the meeting more productive.
3. Use video when possible, but always allow access by phone, too
Studies are showing that one of the biggest issues during this time (other than no toilet paper) is the increased feeling of isolation from friends, family members, and colleagues. It’s much harder to feel like part of the team when you don’t see your co-workers’ faces every day, and that’s a big reason why video conferences are a wonderful tool right now.
And don’t forget the power of chit-chat! If you’re now having regular department meetings online, those few minutes of friendly banter before the meeting begins (and also after it ends) can be an invaluable way to build team cohesiveness. Be sure to actively encourage visiting (by doing it yourself) while you’re waiting for everyone to arrive in the conference—same as you would if you were meeting in person.
One word of caution: video conferencing can work very well, but it relies on a strong internet connection that may not always be available to people who live in small communities or rural areas. For that reason, always give meeting attendees the option to participate via audio, but let everyone know that “video first” is the new norm and the preferred method
4. Check the area you’re sitting in
This should go without saying, but given what I saw last week in a Zoom conference, this definitely needs to be discussed. Make sure the area behind you on camera doesn’t have any potentially embarrassing items in it. (And no, I’m not going to mention what I saw. I’m very discreet.) What’s more, check to make sure you don’t have a pile of paperwork (or a pile of laundry!) behind you. You want your work environment to look professional, organized, and reasonably attractive.
If you don’t have an actual office or dedicated area from which to work, consider creating a “backdrop” for your video conferencing. Perhaps you can move your laptop or tablet to a dining room table or outdoor patio. (Just make sure you bring everything you need for the meeting if you decide to relocate.)
The point is this: virtual meetings are just like in-person meetings in that you always need to present a professional image—whether it’s a weekly status meeting within your department, or a sales call with a new customer.
5. Always appoint a facilitator
It’s generally harder to run a smooth virtual meeting than it is to run one with everyone sitting at the same table. Technology glitches like audio delays and video freezes can throw off the natural rhythm of conversations. Therefore, assign someone to lead the meeting, allowing others to concentrate on the content. The facilitator should be able to resolve basic questions about the technology being used, and should also ensure that everyone present has the opportunity to share their thoughts and information
6. Call on people to avoid awkward interruptions or silence
Getting everyone to participate without accidentally “talking over” one another is one of the most difficult parts of managing a virtual meeting. To avoid this, it’s best to call on people to speak, by virtually “going around the table” before a decision is finalized, or before ending the meeting and signing off. Some software packages actually allow attendees to “raise a hand” if they want to say something—a very useful tool, especially in large meetings.
Let’s face it: business still needs to be carried out, but safely, and video conferencing allows us to see and hear one another without the risk of spreading Covid-19. Plus, there’s actually one big advantage that’s never talked about: no one has to wear a mask during a video conference, so we can see each other’s facial expressions more clearly!
Eventually, I do believe things will get back to some semblance of normalcy. But until then, it’s important that we each do our part and keep our distance from each other. We need to do this willingly and without fail, if not for ourselves, then for others—especially the essential workers, the immunocompromised, and the elderly—who need our cooperation and support.
Please stay safe, remain positive, and keep in touch. I love hearing from my readers!