How To Ensure Your Video Calls Run Smoothly
Simple Ways To Improve Your Virtual Business Meetings
Frozen screens, muted speakers and people talking over the top of each other – how to plan a video call which avoids these common problems.
Video conferencing technology has surpassed the use of email as the most popular type of business communication during the pandemic. This research has been revealed by Milkround, the UK graduate careers site who explored the adoption of virtual solutions such as Skype and Zoom, as well as those using traditionally social platforms such as Whatsapp for business purposes. Of course, switching to video calls and remote technologies can take some getting used to. If you’ve had teething problems either with your own adjustment to video conferencing, or have had more than one bumpy video meeting, here are some tips to ensure that your next virtual chat runs smoothly.
Video Call Transcription
If you’re attending a video business meeting, then you might consider having the entire proceedings professionally transcribed. This can be particularly useful for members of the meeting to review afterwards, or else to share with those who were unable to attend due to timezone differences, calendar clashes or poor internet connections. The results of your corporate transcription will be more accurate if you’re able to follow basic video conferencing etiquette.
Muting Your Microphone
Background noise is a significant problem with Zoom calls as well as other forms of video conferencing software. However, this problem can be easily solved by the host of the meeting muting all participants until they are required to speak individually. If the host hasn’t used this feature, you can still mute your own microphone manually or by using a keyboard shortcut such as Command + Shift + A on Apple devices. If you wish to change the default of your own audio settings, you can simply select ‘Mute microphone when joining a meeting’.
Minimising Individual Background Noise
When it is your turn to speak, be aware that your own background noise will be caught on your microphone. So, if you’ve got the washing machine on, or have your kids fighting in the background, then your entire team will be able to hear the commotion. Minimise additional noise by choosing a quiet spot in your home which is free from distractions. You should also close your windows if you live in a busy spot, and turn off radio, music and television devices.
Planning Your Meeting Agenda
Just as in a face-to-face meeting, your video conference will run smoother if you have planned a set agenda for the call. Instead of having various participants all competing to speak, make it clear which topics will be covered and in what order you’ll each be invited to share your thoughts with the group. Signalling such as raised hands, or typing messages on a chat function can be useful in indicating to the rest of the team, if you have something important to add when someone else is speaking.
Video conferencing technology has been the real saving grace in switching to a remote working environment. For those who have felt frustrated or anxious about attending a virtual meeting, these tips should significantly improve your experience of future business chats.