Since COVID we have become more innovative with online/video meetings as opposed to face-to-face meetings which could take some time to arrange, especially when attendees are not all in the same city. These also save time rather than having to deal with multiple emails on the same subject that never get resolved. Video meetings have become the norm – whether internal or with other stakeholders, these can be a lot of fun but there are protocols involved seeing as this is still a business tool.
Tips to video chat like a pro:
1. Make an appointment
Nobody wants to be bombarded with an impromptu video call. Agree on a specific time to chat so both parties are prepared and make it clear that it’s a video chat – send an agenda if necessary. Not everyone is waiting by the computer with perfectly coiffed hair and made up face and they could be in another meeting. You should be on time and the person who initiated the meeting should be the caller.
2. Surroundings
What can be seen in the background? Consider who you’re meeting and the image you’re trying to project. Make sure everything is clean and tidy, no stacks of paper or clutter on your desk. What does the wall behind you look like? Details matter. The computer should be on a desk or on a sturdy surface. You want it stabilised so you’re not wobbling about. Test the lighting – is your face covered in shadows or forbid an unflattering light? You want to look your best. Also be aware of background noise. It should be a private, quiet area. No echoes, laughing, shouting, pets making noise etc.
3. Personal Appearance
Put in the extra effort and be well dressed head to toe. You will feel more professional and therefore exude that confidence.
4. Where to look
Look directly at the camera lens. This gives the impression that you are looking right at the person you’re speaking with, as you would in real life. For a more flattering angle, position the camera at eye level or slightly higher so you’re looking a bit up rather than down. Use books to help adjust the height of your computer.
5. Where not to look
Don’t get distracted and start surfing the web or working on other projects. Unless it’s a casual or personal call, this isn’t the time for multi-tasking. This also goes for looking around the room. Don’t look behind you or to the sides, stay focused on the screen. Keep your eyes on them as best you can.
6. Send a follow up email or letter
After you’ve said your goodbyes and hung up, it’s a nice idea to follow up with an email. The person who initiated the meeting can thank the person for their time or if you were speaking with a client, you can follow up by outlining or clarifying things you may have discussed on the call. Sometimes it’s nice to have a written overview and reminder of what was said.
7. Recording
Never record the video chat unless you inform and have permission from the other party. Don’t forget the POPI Act. Please make use of these recordings to keep matters fresh on your mind.
Make use of these easy tips for your future virtual meetings! Goodluck.