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Continuing the conversation about in-person vs. remote meetings. How are some meetings completely useless while others are so meaningful? Let’s take a look at how you can get more out of these remote meetings.
TURN TOWARD the conference camera.
When presenting at a live conference, you have a trapped audience. During a virtual meeting, you have to look at the camera, not at the screen. It may take some time to adapt to this change. Now you have more people in the office and more divided – you’ll want to be careful looking from the live audience – and then back to the camera. If you look at your screen, because of the angle of the camera, it seems like you’re not addressing anyone. Whether you only have one attendee still working from home, assume the audience is a camera.
As for notes, you can read from a note in your hand or on a computer screen. However, try not to take your eyes off the camera every time you raise your head. Speaking without notes and memorizing most of the content are absolute requirements of professionalism; don’t let cameras and notes distract you. Another nasty habit is touching your face while looking at the camera.
Use fewer keyboards
When people use their keyboards during video conferences to take notes or perform other tasks, it doesn’t look good. To generate more ideas in meetings, it is best if everyone pays close attention and is psychologically present. Your keyboard can be a challenge. Other team members may be annoyed by tapping their fingers on the keyboard. One of the core meeting concepts is to use the keyboard less. Use the silent keyboard when taking notes or taking minutes of a meeting when needed – and only type when absolutely necessary.
Better yet, during a video call, record the meeting and send notes later. You can record a video conference screen with any of the best virtual conference software. However, be sure to ask for permission beforehand, as the host of a very private video conference may prohibit recording.
Minimize conference traffic
You might think that since you can’t see other players, your moves are meaningless. However, it is very important to keep all body movements to a minimum. Several meanings can be conveyed non-verbally. It’s important to move as little of your body as possible. Other players will get annoyed and distracted if you rock from side to side. NO. A similar sign of discomfort or fatigue during meetings is frequent changing of the venue.
Take a moment to relax
This applies not only to the hosts of the meeting. In any conference, breaks should be kept to a minimum, but at the same time allow enough time to relax. However, if you are running a prolonged conference, a long break and provision of food is essential. A five-hour live or virtual meeting without interruption would not be pleasant. Your attendees will appreciate being able to use the restroom, eat a meal, relax, or just leave the event for a while. Remember that exercise makes you feel better.
But what time of day is ideal for a conference break? Consider the length of meetings and breaks when scheduling your conference. The meeting should last 52 minutes with a 17-minute break in accordance with Rule 52 and 17. This increases the productivity of the participants. You could have changed the date. You can schedule a meeting for 50 minutes with a 20-minute break for a total of 70 minutes. These are the rules – but at our company, most meetings are 30 minutes long, with no breaks, which suits us well.
Avoid eating
Don’t eat in front of the camera. Avoiding eating near the computer is one of the rules of computer use to prevent crumbs from settling between the keys. Eating during a conference, whether virtual or not, can be perceived as unprofessional. Try to act as if you are meeting in person. Particularly at a small conference, food can be a big distraction.
Inform others before leaving the conference.
By pressing the exit button, you can leave the conference at any time. However, you should not scare your participants. The host may invite you to speak or give a presentation. If they know you’ve left, they can exclude you from the interview and choose another person to take over.
There may be unforeseen circumstances that will force you to leave the meeting. However, someone should be informed. A great choice is to send a chat message. Be as polite as you can and justify your departure. Just close the video conference window in this situation and reopen it when you come back.
Protect important information.
When presenting at a conference, you will likely need to share your screen with other attendees. There may be unrelated files on your computer. Screen sharing with offensive or unrelated material is unprofessional. Inappropriate content can damage your company’s reputation. Make sure that when you share your screen, you only see what you want other meeting participants to see. Also remember about privacy and do not display customer information on the screen.
Close all unnecessary browser tabs and applications before starting a video call. Autofill results can be a hassle if you are sharing your entire desktop. Open another browser tab and make advance arrangements to protect sensitive information. Instead of sharing your full desktop, it’s best to share one screen or program. Thanks to this, you have a greater influence on how your audience perceives your content. Everything should revolve around you and your main message – nothing else.
Finish professionally
You should reasonably end your online meeting in a professional manner. One of the more enjoyable ways to accomplish this is through the closing round, promoted by Twitter and Medium co-founder Eva Williams. The idea of a debriefing round is fundamental. I only ask for concluding comments on the topics discussed during the conference. It can be done in 30 seconds or less. Everyone has the opportunity to ask their question or complaint for a few seconds in the final round. As a host, you don’t have to say anything – it shows that you value other points of view as a host.
Then you can spend a minute highlighting key points from the conference as host – but don’t beat any point to death. Ideally, you should prepare your concluding remarks in advance.
Finally, as the conference host, you should be the last to leave as you can end the broadcast yourself. Ending a video call while someone else is in it can be seen as rude. Please say goodbye cheerfully so that others may remain in good spirits.
Image credit: photo: Katerina Bolovtsova; pexel; Thank you!
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