Tips to Communicate Effectively Over Video Conference

Today, we are reviewing tips to communicate effectively over video conference. Working remotely was a new concept for many until a few months ago when the COVID-19 pandemic forced many businesses to rely on digital tools and technology so employees could work just as efficiently from home as they would in an office setting. As a result, communication has shifted from face-to-face interaction to email or video conference platforms.

Video conference is a relatively new interface, and people rushed to navigate video platforms, similar to Zoom, to carry on with business. While we cannot control a screaming child, the urge for a little one to run through the room, or a barking dog, there are a few elements we can control to communicate effectively and become a video conference expert.

Set the Stage

Being ready when logging onto a video conference call is just as important as preparing the office conference room before a client arrives.

Internet connectivity:

• Establish where you will have the best connection to the internet; this guarantees clear video image, audio, and punctuality.

Elevate the camera on your computer:

• Use the flat surface of a book or stack of magazines to ensure the computer camera is at eye level.
• A leveled camera focuses on your eyes, reassuring the client that you are attentive and interested in their work.

Use headphones:

• Headphones will help register your voice loud and clear, as well as eliminate background noise.

Be mindful of lighting and backgrounds:

• Any light that faces you will help prevent shadows and displays you clearly throughout the video.
• The background should be appropriate and presentable, make sure people remain focused on you and not on your dirty pile of laundry on the floor.

Wear appropriate clothing:

• Remember that while you are not working from the office, you should still be wearing work-appropriate attire that is presentable.

Preparation

Similar to a face-to-face meeting, once you begin your video conference, you should remain visible to the camera until the meeting ends.

Take notes:

• You never know when you might need to write something down, and having a document to refer back to after the meeting keeps your thoughts organized.

Good posture demonstrates engagement:

• Avoid slouching into a couch or lounge chair.

Make sure your equipment is working:

• Your laptop should be charged or plugged in.
• Test to make sure the video conference software is working ahead of time.

Be Clear

Mute your microphone when it is not in use:

• Even if you are in a quiet space, your microphone is sensitive to the noise around you and can pick up any background sounds.

Pay attention:

• Checking emails or working on other assignments can be a distraction and shows you have little interest in the clients’ needs, and can also serve as a disruption to others.

Make eye contact:

• Just like any in-person conversation, make eye contact with the camera rather than the screen.

Speak clearly:

• What you say should be clear to the client, without any need to repeat yourself.
• If you need further clarification from the client, ask them. This guarantees that you are on the same page.

Video conferencing certainly requires some additional planning and setup, but you can use it to communicate effectively. If executed correctly, it can be an efficient communication tool for businesses. Thank you for reading, check out Jessica’s insight on how businesses can adapt to this modified economy.

Posted In Technology