Because of the 2020 pandemic, remote conference calls via programs like Teams and Zoom went from being an optional mode of communication to being mandatory technology for most business meetings.
For those who are more accustomed to face-to-face meetings as opposed to communicating through video calls, using Zoom or other similar services may be an intimidating feat when you first start doing so.
If you are one of the many people who are nervous about video conferences, then check out these five tips, tricks, and reminders of proper Zoom meeting etiquette that will ensure your meetings go smoothly.
1) STAYING CALM
The first thing to tell yourself if you are nervous about this unfamiliar way of conducting business meetings is that everyone is in it together. All kinds of businesses, from something as worldwide as international airlines to something as specific as court reporters Portland Oregon businesses are using this type of meeting tech today.
You are not the only one who is going to be using this kind of software, so remain calm. Your colleagues will understand and will help answer any questions you may have.
2) ENSURING EVERYTHING IS WORKING PROPERLY
Now that you know everything will work out for you, the next step is to make sure that your technology, software, and internet connection work properly. Make sure your webcam and microphone are both operational and that you can be seen and heard well. Do a test run with a friend before you need to attend a meeting just to be safe.
Since so many people are working from home at this time, network providers sometimes experience overload which could cause your video or audio quality to drop. If this happens, use your phone as a replacement for your audio.
3) APPEARING CLEARLY IN THE CAMERA
When conducting an important business meeting, you want to make sure that you look both professional and presentable.
First are the technical photographical aspects of your appearance: ensure your room is properly lighted with the light facing you instead of behind you, otherwise you will be cast in shadow and hard to see. Adjust your webcam to frame your face in the right way, so you are not too close or not too far from the camera.
4) LOOKING APPROPRIATE
The second aspect of looking proper in your meetings is to make sure you have a professional, clean look. While you work from home, you might feel the temptation to lounge around the house in your sleep clothes or otherwise dress casually and comfortably.
However, you should treat Zoom meetings as you would any in-person meeting on site at your business. Dress appropriately, practice proper grooming and hygiene, and look as professional and presentable as you normally would at work. Give yourself plenty of time to physically prepare for the meeting so that you look your freshest.
5) BEING RESPECTFUL TO YOUR COLLEAGUES
Respect is key in the workplace, no matter where you are in the world. While you should always treat your fellow workers with respect, there are some specific Zoom etiquette rules to follow to ensure the meetings go well and that everybody has a proper turn to speak.
When you are not speaking, mute your microphone. This will prevent any sounds coming from your end from drowning out your co-workers’ voices when it is their turn to speak. When someone else is talking, also be mindful of what you are doing on video.
Be sure to give your full attention when others are speaking. Try to avoid multi-tasking on camera, as this will show up on video and look as though you are not listening. Handle distractions before the meetings to ensure your attention is on the call.
Zoom meetings may be new to your specific business. However, know that everyone is in this together, and if you follow the proper etiquette, your calls will go smoothly.