Over the past few months, many of us have witnessed – either first hand or online – some uncomfortable situations due to video conferencing. From a coworker’s mishap to Will Reeve’s pant-less appearance on Good Morning America, these things stick in our minds. Not so long ago, this would have been a superfluous topic, one with perhaps some utility but largely unnecessary. However, many of us have found out the hard way that the lack of coherent video conferencing etiquette is a magnet for time wastage and frustration. Fortunately, just a few simple rules applied consistently can transform your digital interactions into meetings as effective as a physical one.
Speak & Listen
Crosstalk and awkward silences are probably the most common drawbacks of video conferencing. Without the physical cues that serve as markers in everyday conversation, it is almost impossible to know when it is your turn to speak. Some of the blame also rests at the feet of lag caused by slow internet connections. The simplest solution to this problem is low-tech – just raise your hand. You can play moderator to oversee and allocate the floor to specific participants in sequence, keeping the conversation flowing and productive.
Audio & Video
Muting your audio until it is your time to speak is good videoconference etiquette. The background noise from just one attendee is bad enough but can be extremely counterproductive if there are multiple homes, children, pets and kettles involved. Just remember to unmute when you have the floor. Video is generally not required when only two people are speaking. With multiple speakers, it may be necessary when everyone is expected to participate and contribute. Bear in mind that some employees may be averse to sharing video because they are being forced to work from a home they share with multiple people.
Agenda & Schedule
Every now and then, a meeting may seem to be a waste of time – and the lack of a physical meeting space can sometimes exacerbate the situation. Respect your team members’ time by giving them an agenda and schedule beforehand and adhere to each. When dealing with teams across time zones, arrange conferences at a time that works for everyone. In cases where you are dealing with multilingual teams, invite specific team leaders who can present information clearly for everyone.
Security & Privacy
Even institutions with the strictest security protocols can suffer cyberattacks, making the average video conferencing platform is an easy target. Lessen this likelihood by applying the latest security patches for the app and follow their user guidelines. Before you share confidential information during a conference, consider whether it is necessary to do so. Personal data is another matter of concern. Some apps store user information on servers in countries that do not have the same privacy protections as the US. There is a wealth of video conferencing options available; don’t compromise your own or your colleagues’ digital wellbeing by opting for an app that lacks the requisite safeguards.
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