Business Advice, Leadership, Work & Wellbeing

Videoconferencing etiquette. How do you make yourself and your clients comfortable during online meetings?

Staff writer | 1 June 2023 | 12 months ago

At a time when many business meetings, training sessions and presentations take place online, the issue of virtual etiquette is becoming increasingly important. Adhering to the rules of savoir-vivre in the digital world is not only an expression of personal culture, but it also affects the quality and effectiveness of the communication with contractors and employees. Whether a videoconference involves just a few collaborators or board members, a certain etiquette always applies. Learn the rules to follow in virtual business meetings and how not to commit a faux-pas.

Savoir-vivre in the virtual world 

During the era of remote and hybrid work videoconferencing has become an everyday occurrence. In addition to knowing how to use communication tools such as Skype, Zoom and Microsoft Teams, rules of savoir-vivre are also important. The ability to transfer the rules of etiquette to the virtual world shows professionalism and influences the way we are perceived by our interlocutors. Let’s remember that the adage ‘fine feathers make fine birds’ also applies to corporate videoconferencing.

Videoconferencing in the office – how do you find the right venue?

The right room for a videoconference is crucial for the sound quality of the call. To facilitate communication, choose locations free from noise and other distractions. It is also a good idea to avoid locations where there is reverberation. This problem can often be encountered in poorly arranged, large meeting rooms, and it makes good communication much more difficult.

In an open-plan office, it is a good idea to use special Hushoffice acoustic pods that minimise background noise. HushMeet.L is a large soundproof pod that can successfully replace a conference room not only for online meetings, but also for internal table-top business meetings or even recruitment interviews. The modular design allows the size to be customised and will accommodate 4 to 8 people depending on their needs. The ability to hang a TV and the optimum positioning of cameras and microphones makes it a ready-made room for professional-quality business presentations and videoconference.

How do you prepare for online meetings?

Remote meetings, recruitments, webinars or videoconferences have become a permanent part of many companies’ work schedule. If you want them to run smoothly, it is worth preparing for them in advance.

Invitation and duration of video call

The organiser of an online business meeting has slightly more responsibilities than the other participants. It is good practice to send videoconference invitations to participants a few days in advance. In multinational corporations, when choosing a date, check the calendar and take into account holidays and days off in other countries. The invitation should also have the specific purpose of the videoconference and an approximate duration.

Internet connection control and equipment preparation

We will not make a professional impression, if the webcam or microphone does not work well when the meeting starts. To avoid such situations, make sure in advance that the necessary equipment is correctly configured by performing a test. It is also worth checking whether the internet connection is good enough for videoconferencing without interference. This will avoid unpleasant situations that spoil the meeting.

Setting the right frame

Etiquette in videoconferencing is not just a matter of maintaining the right tone during the call, business dress code or muting the microphone when not speaking. Good preparation for a meeting can go unnoticed if the room is too dark, making it difficult for colleagues to see us. Attention should be paid to the background, which should be neat and calm, with no unnecessary elements to distract attention. Proper camera focus is also important. It is a mistake to set it too high or low – meeting participants should not just be looking at our forehead or chin. Ideally, the head and chest should be visible in the frame.

Acoustic pods – a comfortable place to work and videoconference

The solution for even small businesses is the hushHybrid one-person acoustic pod, which provides the right visual and acoustic backdrop for successful video calls. It has an integrated seat and an adjustable desk, allowing you to work comfortably with a laptop. Occupying less than one square metre, it is a functional and aesthetically pleasing piece of office equipment of any size. The lighting, in the form of side LED strips, perfectly illuminates the face, allowing for proper interpretation of facial expressions during videoconferences. Because we present ourselves attractively, our self-confidence is increased. In addition, efficient motion-sensor-activated ventilation, a single electrical socket and a dual USB port mean that the office pod creates an extremely comfortable environment for work and virtual business meetings.

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