By Primerus and Amber Vincent
Here’s a question- why are people not wearing work clothes on video calls while working from home? In a normal working environment, we always dress professionally (and fully) even when we are on conference calls, but somehow this work-from-home environment has given us permission to either dress too casually (or not at all).
This new work-from-home world brings a myriad of challenges for everyone including staying in touch. Video conferencing is an easy way to stay in front of contacts and efficiently hold meetings. While many individuals have used Facetime or Google Duo for personal calls, the use in the professional world has been limited. Now, video calls are in high demand and crucial across all professional services.
Primerus and Alyn-Weiss have used video conferencing for many years to host group calls and educational webinars. There are effective and professional ways to use video conferencing which comes with a few Do’s and Don’ts.
We have developed a few tips to get you started with video conferencing to ensure you maintain a good visual and hold meetings effectively. We cover everything from the set-up to the commonsense knowledge of making sure you wear pants. Here we go:
1. Picking a platform
- There are several effective platforms available for video conferencing and webinars. Everything from Zoom to WebEx can provide a video conferencing experience that will be successful. We recommend watching the demonstration for each platform and determining which is the best fit for you and your firm. Here is a list of various platforms that may be helpful to you and you firm.
2. Technology set-up
- There are a number of things that quickly become challenges when moving into your home for work. Consider the following when picking a place to hunker down in your home working environment.
- Cell service – this can be frustrating and spotty inside your home unlike the office. Select a location where your phone has a solid connection.
- Check all internet settings – again your home Wi-Fi is likely much different than your office. When preparing for video conferencing, or work in general, make sure you have a strong internet connection. Does anyone hard wire anymore? If you have a docking station you might consider tethering yourself to ensure a strong, steady connection. Your connection is even more important if you are connecting your audio through your computer, and thus your internet connection.
- Choose the proper software and hardware – make sure you have the proper software and hardware set-up on your home desktop or laptop so you can easily download and use the web-based video conferencing software. Your hardware is equally as important. Many devices now have built in cameras and their quality continues to improve. A good camera projecting a clear image can really improve your overall video conferencing experience.
- TEST IT!!! Test your technology in advance. 15 minutes before the scheduled call for a tech test is not “in advance”. Inevitably time will be short before your call. Test a day or two before. What worked in your office may not work at home. Also, test under the same conditions you will be joining the live conference call. That means if you plan to use your iPad to join the call, don’t test with your laptop. If you are hosting the call, your participants will expect and rely on you to have command of your conferencing platform. Many platforms require the host to be present before any participants can join. So, you don’t want to keep your contacts waiting in the conference call lobby several minutes after the scheduled start time because you can’t get into your own call.
- Use Only What You Need – Many platforms have a lot of bells and whistles. Resist the urge to white board your meeting, or schedule 27 polling questions during your video conference. If a tool enhances the interaction, then by all means use it (provided you know how). A chat function to allow for the submission of questions can actually be a very useful tool to manage what could turn into an unmanageable Q&A session, particularly when there are many participants. However, the technology should run behind the scenes to provide the medium to connect and hold your meeting. It should not steal the show. Flex your technology muscles elsewhere.
3. Environment
- Background – this is a challenge for everyone who did not already have a home office set-up. Make sure the environment behind you is free and clear of any distractions. This includes everything from doors or people walking behind you, to photos on walls, and home clutter.
(As an aside, video conference platforms, Microsoft Teams for example, are introducing features like “blurred background” which are pretty effective at disguising whatever is behind the call participant.)
- Lighting – this is very important for video conferencing as light can make or break the video experience. Make sure it’s not too dark to avoid having you be a shadow person, and don’t overexpose the lighting creating a blinding effect. A bright window behind you will create a dark silhouette – you may need to change the angle of your camera relative to natural light sources.
- Silence – this is extremely challenging to accomplish in a home environment that includes any other living being. Kids, dogs, cats, you name it. Strive to find a room or place which limits the amount of background noise.
- Adjust your chair, camera, desk and face before starting your video – most video platforms walk you through the set-up and testing of the visual aspects of your call before calling. We encourage you to pay attention to how you appear on the video call and that you are not cut out of frame or too high or low to see. Avoid extreme camera angles. A camera placed too low or too high won’t help even the most attractive call participants!
- Wear Pants – Inevitably people will be more casual in their homes than in the office. It is ok to be yourself, but keep in mind you are still representing a professional service. Even on video, it is always better to be over dressed than under dressed.
4. While on your call
- Show up a couple minutes early – logging in early not only gives you a cushion to troubleshoot unwelcome technology issues (see notes on testing above), but many times there is opportunity for casual conversation on the front end of the call. Those few minutes allow you to be human and interact on a more personal/casual level with others that may be there early. If nothing else, you send a message that you are on top of things and ready to go as scheduled.
- Control interference the best you can – If you are hosting the call, pay attention to the number of others joining and be prepared to mute lines and prepare for feedback issues. We have all been on a conference where background noise is taking over from a certain line, or there is an incredible shrieking sound coming from one attendee’s line. Be ready to mute lines when hosting to create the best experience.
- Be a leader and moderate accordingly – if you are hosting the call take the lead. Give clear verbal prompts to invite other participants to engage. Work from a pre-set agenda. Keep track of action items during the call. Close with a summary of those action items and clearly defined next steps.
- Mute your computer – make sure before starting the call that you have muted or turned off notification sounds. There’s nothing more distracting than a ping for every email received on your computer during a conference.
- Keep devices apart – that lovely shrieking sound we discussed often happens because you have your mobile phone too close to your laptop or other device. Separate your devices to avoid causing feedback.
- Mute your microphone whenever you’re not speaking – you can help the moderator, and the quality of the overall call, if you mute yourself when you are not speaking. This becomes more important as the number of call participants increases.
- Look into your camera – this can help others feel like you are fully engaged and speaking to them as if you were in-person. Don’t miss this opportunity to connect. Be especially careful if you work from several monitors simultaneously. Be aware of where your camera is and make an effort to face and speak to the camera. You may get some leniency if you are doc/screen sharing. But, for most video calls, all the rules of in-person interaction as to “being present” should be observed.
- Group calls without video – some of the calls you host may not be video calls because the group is too large. Whether you are the host or a participant, make sure to introduce yourself before you start speaking. Many programs notify the group as to who is speaking, but not always. Make this a habit at the beginning of group calls.
- Don’t check your email – we realize some folks check emails during meetings whether in person or not. People can sense whether you are engaged or not so try to avoid multitasking during a meeting.
We all understand and are suffering through this together. Just remember, video conferences are not much different than in-person meetings. This technology allows us to “meet” when we are unable to actually do so. Treat every video conference as if you were there in-person and be authentic.
And, if you need to laugh while in isolation please watch this – A Conference Call in Real Life. It really sums up what we have all suffered through for years and what is the new normal while working from home or anywhere else.