Prior to the meeting:
- Test technology in advance – especially when using equipment or in locations not regularly used
- Good and consistent internet connection is vital. Mobile hotspot if there is limited Wi-Fi coverage and 4G is available.
- Learn key video-conferencing features through simple online tutorial, if unfamiliar with the platform
- Ensure your device has enough power (or plug it in)
- Shut down applications not being used in the background to improve video-conferencing (v.c) performance
2. Backup communication plan – in the event of technical issues. Mobile hotspot (if plan is suitable). A mobile or speakerphone, and/or an online collaboration tool.
3. Perceptions Matter
- Quiet location with little to no background noise
- Professional, clear and clean background
- Dress in business attire – displays respect and professionalism
- Position Camera - needs to be stable and focussed at eye level (otherwise it can be distracting or unflattering)
- Check lighting - Natural lighting and side lighting work best.
- Too much light from wrong angle cause ghosting
- Not enough light, you can appear to be in witness protection
3. Follow all invitation instructions – Where possible start meeting via link in invitation & note important supplemental information, such as backup phone number & passwords.
4. Mentally prepare – Give yourself enough time prior to the meeting to mentally prepare. Give yourself the space and time to consider key discussion points or messaging.
5. Arrive Early– dial in at least five minutes early in case of issues. Ensure you can access any necessary information you may need (files/ documents)
6. Eliminate distractions – give audience one thing to focus on — YOU. Close any extra tabs/programs on your device or notifications may pop up. Ensure private or sensitive information is hidden. Mute mobile phones
During the meeting:
Do not record unless all parties are informed and consent. Without this consent, you risk criminal prosecution.
1.Speak to the camera - Doing so helps create a more direct sense of engagement with other participants.
- Move image of participants close to camera to feel like you are talking more directly. Can also prevent you from looking at yourself
- Mute when not speaking - your microphone can pick up a lot of background noise
- Speak clearly and watch how fast you speak (do not forget to unmute yourself!)
- Allow for sound delays - wait for a few moments of silence before speaking
2. Be mindful, you are always highly visible – more so on v.c. than in offline meetings. It is a close-up of your face.
- Keeping your own face visible on-screen, as a reminder you are on camera can be helpful, although it can distract some people. Your behaviour is amplified on v.c. avoid tapping fingers, typing, and shuffling paper
- Basic meeting etiquette applies
- Practise good posture
- If taking notes, inform other party as it may be perceived as disinterest
3. Time Management
- Reading ques is difficult, therefore managing meeting times is extremely important
4. Be engaging & engaged! - do not multi-task during v.c. meetings