Now that you have your video conferencing applications all set up for your staff to you, it is a good idea to adopt some etiquette guidelines. Preparing to use video conferencing is as important as the meeting itself. If you do not have a plan nor proper preparation for how video conferencing is to be used by your organization, you will quickly run into distractions and lost time. Sound Telecom developed such a planning strategy prior to launching video conferencing internally. Here are some things that we learned to help you lay the ground rules for your organization:
- Prepare in advance: Have some practice video conference sessions before you start to use this technology in your organization. This will help you identify initial problems and shortcomings that the process has.
- Appearance is important: This is obvious. Don’t wear your sweats to the video meeting!
- Prepare an agenda: Keep your group on track with an agenda so that you can quickly move through your video conference program.
- Reduce outside distractions: Keep your video conference background relatively simple. Avoid having lots of activity or open windows behind you.
- Adjust your settings: Make sure that the cameras are pointed properly capturing the best viewing angles. Check microphones for sound.
- Start early: Have your team in the room 10 minutes before the video program. Make sure everything is WORKING.
Consider this a planning strategy. Do several trial runs and get the feeling for how everyone responds and works together as a team. Then, start using video conferencing in your organization.