In an era in which digital is becoming increasingly indispensable for the functioning of our working life, it’s necessary to integrate new knowledge into what we consider to be the basic training of any professional. For example, in addition to tips for excelling in job interviews, and how to make an excellent resume, it’s also good to learn how to have good remote meetings.
Today, in a post-COVID-19 world, we have all become accustomed to using platforms such as Zoom or Google Meet to meet with our loved ones and to carry out work meetings.
However, it can still be difficult for some to build a good environment when the contact is first-hand distant, digital, and devoid of human warmth. How to create an environment to make work meetings enjoyable through a computer or mobile phone? Is it possible?
Well, yes, it is. These recommendations summarize a brief guide on some technical points that it’s important to take into account, both equipment and configuration, as well as points related to your preparation and management of the conversation, to achieve the perfect videoconference. Keep reading!
Anticipate Preparation
It’s important not to leave the preparation of your video conference to the last minute. By this, I do not mean only the configuration prior to sharing the link with the other people who will enter the meeting, but each technical detail that needs to be taken care of beforehand. For example:
Check that Everything Works
Before the scheduled time for the meeting, access your account and check that all the equipment to be used works properly. That is, that your camera is at the right height, that your microphone is working, that your headphones or sound system are fine, that your equipment is well connected or has enough battery, and most importantly: that your Internet connection is stable.
No one wants to hinder a work meeting by realizing that their microphone is not working and no one listens to them when the meeting has already started, or interrupt it by leaving and entering due to connection problems.
Have a Proper Setup
It goes without saying that the place you choose to have the meeting must be diaphanous and efficient, both so that no one interrupts you during the meeting, and so that your own mood is positively influenced by the harmony of the space.
Your desk should be organized, you should look for good lighting and you should also have a good background to avoid distractions and maintain a professional aesthetic. However, if you do not have an aesthetically pleasing background, I bring some proposals for you:
- Platforms like Microsoft Teams, Zoom, and Google Meet have the option to integrate a virtual background into your video conference. They have different options that you can use, to suit the occasion and your personal style, and they work quite well.
- If you fancy something a little more of a physical structure, you can take any type of furniture: a library, several chairs, a shelf, or something similar, in which you can lay a piece of fabric of a neutral and not so highlighting color, such as white, beige or gray, and extend it so that it looks like a wall behind you. You can apply this idea to the different resources you have, and discover what may work for you. For example, I use a blackboard and spread on it a white or black fabric depending on the aesthetics I am looking for.
Included in the preparation of your space and background, is your clothing. You must dress appropriately for the occasion and maintain a professional image. Do not neglect this because it’s a remote meeting.
In this case, at any point in the video conference, you have to share a screen, make sure that your desktop is tidy, and that all the apps, programs, and tabs that you have open are relevant to the meeting that is taking place.
A tip that has been useful for me to keep in mind is: to look for tea, water, or a drink of your liking to keep you hydrated in case the meeting gets longer than expected.
Join the meeting!
If You Are Hosting…
There are very important things to know if you are the one who is hosting the meeting. First, you must have prepared in advance what you are going to say, through an outline, a previous minute, notes, or a presentation.
Prepare What You’re Going to Say
While it is true that in a meeting it’s important to maintain naturalness and it’s better in many cases to keep it as a conversation, it is also true that to respect the time and disposition of the people who enter the meeting with you, you must have a previous organization and directly touch the points to be discussed.
Organize what you want to say, perhaps prepare a presentation to share with others, and then follow as planned.
If You’re Invited…
Turn Your Mic Off
Something that we have all faced since we frequently use video conferencing platforms is the messy noise that can be caused if several participants keep their microphones on and all the ambient sounds get mixed together.
This can become considerably unpleasant, hinder people’s concentration in the meeting, and even lead to headaches. To avoid this situation, turn off your microphone when you’re not talking, and if you can, invite the other participants to do the same.
Know When to Speak
It usually happens in remote meetings that several people go to answer something and talk at the same time or interrupt each other, and this can be uncomfortable at times. It is advisable to wait a few seconds of silence before speaking to make sure that no one is really talking anymore, or if the platform allows it (such as Zoom), raise your hand to ask for the word and keep better order.
In Both Cases
Articulate The Words
In digital circumstances, it is not strange that from time to time someone has a connection problem and the sound gets blocked or not so clear. For this reason, it’s important to speak properly: with a clear tone, correctly articulating each word, and making sure that others follow what you are exposing.
Attention to Body Language
It has been shown that much of human communication is based on body language, and the tone of the voice, rather than words. So, having covered the topic of articulation and intonation of words, you need to know that your gestures and posture say a lot about you, both in a video call and in person.
It is recommended that you move your hands freely, that you show confidence, and avoid gestures such as eating your nails, biting your lips, or having a bad posture on camera. Also, it’s important that you sit properly, with your back straight and covering enough space in the chair to demonstrate self-confidence.
Smile at the camera when other people speak, and show attention. Gestures.
Be Respectful
This point covers several things. Always, under any circumstances, especially at work, it is important to be respectful. This implies being punctual with the time of arrival at the meeting, handling the information and time well to finish it at the scheduled hour, not eating during the meeting, paying genuine attention to what is happening, and actively participating.
So far comes today’s article, in which we summarize our best recommendations for all freelancers and entrepreneurs who need them: with these tips, they will be more than prepared to start having better quality meetings.
