In the modern workplace, video conferencing has become essential for professional meetings. Whether it’s day-to-day check-ins, project management discussions, or brainstorming sessions, video conferencing allows teams to connect in real time.

However, there’s more to video conferencing than simply logging on and speaking. Good etiquette is essential for making these meetings productive, respectful, and efficient. Here are the best practices for video conferencing that ensure everyone gets the most out of each session.

1. Start with a Clear Meeting Agenda

A well-organised meeting agenda sets the tone for a productive video conference. This is especially important when meetings include multiple team members and cover many topics. The agenda should outline the type of meeting, whether it’s a brainstorming session, project review, or business discussion. This gives group members a clear idea of what to expect and allows them to prepare.

Sending the agenda ahead of time also ensures that everyone is aware of the action items to be discussed. By providing a structure, the agenda keeps the meeting focused and prevents it from being time-consuming.

2. Join the Meeting on Time

Punctuality shows respect for everyone’s time. Joining the meeting on time, or even a few minutes early, allows you to check your audio and video settings. Late arrivals can disrupt the flow and cause other participants to lose focus. Being on time is especially important for business meetings, as it keeps things professional and efficient.

If you’re the host, log in a few minutes early to welcome team members as they join. This small gesture sets a positive tone and creates a smooth start.

3. Choose an Appropriate Background and Lighting

When attending a video conference, your background matters. A cluttered or distracting background can draw attention away from the discussion. Choose a clean, neutral background that looks professional. If you’re in a shared space, find a quiet area where you won’t be disturbed.

Good lighting is also important. Natural light works well, but if you’re in a dim room, add a lamp to brighten your face. Being clearly visible shows that you’re engaged and paying attention. Many video conferencing tools offer virtual backgrounds, which can be a useful option if your surroundings aren’t ideal.

4. Test Audio and Video Settings Beforehand

Audio and video quality are essential for clear communication. Poor audio can make it difficult for team members to hear each other, while a blurry video can be distracting. Before the meeting, check your audio and video settings to ensure they work correctly. Test the microphone, adjust the volume, and make sure your face is visible on the screen.

For professional meetings, reliable video conferencing software is a must. Many modern platforms have AI-powered noise cancellation features to block out background noise, which is helpful if you’re joining from a busy environment. Testing settings before the call helps avoid technical issues and keeps the focus on the discussion.

5. Mute Yourself When Not Speaking

Muting yourself when you’re not speaking is good etiquette in a video conference. Background noises, like typing or other people talking, can disrupt the meeting. Staying muted prevents these sounds from interrupting others.

Only unmute when it’s your turn to speak. This small action creates a more organised and respectful environment. It is especially important during brainstorming sessions or when there are many participants, as it keeps audio and video clear for everyone.

6. Dress Appropriately for Professional Meetings

Even though you’re attending the meeting virtually, dressing appropriately is essential. Business meetings still require a level of professionalism, so avoid overly casual clothing. Dressing neatly shows respect for your team members and reflects a professional attitude.

The way you dress can also affect your mindset. Dressing for the meeting helps you stay focused and engaged. For less formal day-to-day meetings, a business-casual look is often suitable, but it’s always best to consider the type of meeting.

7. Pay Attention and Avoid Multitasking

During a video conference, paying attention is key to making the most of the meeting. Avoid multitasking, as it can make you miss important points or appear disengaged. Remember that participants can usually see if you’re focused or distracted, so try to stay fully present.

Listening actively also shows respect for other team members and their contributions. For long-term meetings or project updates, consider taking notes to keep track of action items. This will help you stay engaged and remember the discussion points later.

8. Maintain Eye Contact by Looking at the Camera

Maintaining eye contact is a crucial part of video conferencing etiquette. Looking directly at the camera instead of the screen makes it appear as if you’re making eye contact with the speaker. This simple action creates a sense of connection, similar to a face-to-face conversation.

Eye contact helps build trust and shows that you’re engaged. In professional meetings, it’s especially important, as it creates a stronger, more personal connection with colleagues or clients.

9. Use Video Conferencing Tools to Stay Organised

Video conferencing software offers various tools to enhance the meeting experience. Screen sharing, for example, allows participants to present documents, slides, or other visuals in real time. This is useful for project management and brainstorming sessions, as it keeps everyone on the same page.

Use these tools to your advantage but avoid overloading the meeting with too many features. Only share the screen when necessary, and ensure that what you’re sharing is relevant. This keeps the meeting organised and focused on the agenda.

10. Clarify Action Items Before Ending the Meeting

At the end of the video conference, review the action items discussed. Confirm what tasks each team member will handle and set deadlines if needed. This step ensures everyone is clear on their responsibilities and avoids confusion later.

Having a list of action items helps make long-term projects more manageable. It also ensures that all group members understand their roles, making future meetings more productive.

11. Avoid Interrupting Other Participants

In a video conference, it can be challenging to know when others are about to speak, which can lead to interruptions. To avoid this, wait for a pause before jumping in. If the meeting has many participants, using the “raise hand” feature, available in most video conferencing tools, can be helpful.

Respecting each person’s time to speak creates a more respectful work environment. Interruptions can be disruptive, especially in large group meetings, so patience and courtesy are essential.

Read more: Are Offices the Same in the Era of Remote Collaboration?

12. Wrap Up with a Summary

Ending the meeting with a summary is a good way to reinforce the main points. The host can quickly recap the key discussion points and action items. This is particularly helpful in long meetings, as it ensures everyone remembers the objectives and next steps.

A clear summary also provides a sense of closure. Everyone leaves with a shared understanding of the meeting’s outcomes, making it easier to follow up later.

13. Choose the Right Type of Meeting

Not all discussions require a video conference. If the topic is straightforward, a phone call or email might be more efficient. Choosing the right type of meeting respects everyone’s time and avoids unnecessary video calls.

For complex topics that need face-to-face interaction or visual aids, a video conference is ideal. For routine updates or quick questions, a simpler method may be more practical.

Conclusion

Following good video conferencing etiquette is essential for productive and respectful professional meetings. With practices like preparing a meeting agenda, using video conferencing tools effectively, and paying attention, you can make each meeting worthwhile.

Whether it’s a day-to-day check-in or a project management session, these best practices create a positive experience for everyone involved. By adopting these habits, you can use video conferencing to support your business goals and strengthen your work environment.

Continue reading: Secure Video Conferencing and Encryption is the Future

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