Five Quick Tips for Better Online Meetings

Due to the need for social distancing, many businesses and organization have turned to online meetings. It is a  different environment -- but don't let that stop you. If you're new to video conferencing, or looking for tips to make your next one better, read on!  

1) To Zoom or not to Zoom

Before you schedule your meeting, think about the content.  Do your really need to use video?  Video applications are great for presenting, demonstrating and screen sharing.  It isn't always needed for every meeting and can have its drawbacks -- too many online meetings can even lead to "zoom fatigue". There are times when a speaker's message can be garbled -- stopping in mid sentence and picking up again several words or sentences later. If conversation, rather than visual displays is the main point of the meeting, consider a conference call. Organizations have run virtual teams for years using the tried and true phone method.

2) Prepare 
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Prepare for the meeting just as you would for any other meeting.  
If it's a group meeting, have a list of participants handy so you know who should be there before you get started.  A list is also handy if people will be given a chance to introduce themselves, so you don't leave anyone out.  

3) ​Think about your visual presentation:

• Sit close to the screen so participants can recognize it's you.
• Think about the lighting. If there is a window or bright light behind you, it could throw your face into shadow.  
• Have a stable surface for your device. Don’t walk around if you’re using a phone; if you’re using a laptop, don’t put it on your lap -- the movement in the background won’t look professional and can distract from what you are saying.
• Check what is in back of you. Is it messy?  Investigate uploading a branded background, but be careful -- if your system (and wireless connection) doesn't meet the right requirements and you don't have a green screen, the area around your head can look fuzzy or pixelate when you move. 

​4) Test your sound:

• If possible, use an external microphone or headset. Remember that the microphone is close by and if you have a booming voice, modulate. If you are a quiet person, be sure to speak clearly, but you don’t have to strain or raise your voice.
• When you’re talking, speak slowly so everyone can understand. 
• Check for background noise.  If you can’t move to a quieter place, you could try a noise cancelling App like Krisp  https://krisp.ai/​​

​5) Be an engaging facilitator:

• When you’re talking, spend some time looking at the camera, not the screen. You’ll appear more earnest – like you are looking people in the eye. (It’s like looking into the “eye” of your PC.)
• Act like you’re truly engaged. Nod your head. Focus on the screen. 
• Remember to Mute. Just like a conference call, when you’re not talking, hit mute (If you're leading the meeting, remind other participants of this). And remember to unmute yourself before talking!  😊
• Don’t eat during the meeting (unless it’s a “lunch” meeting, then see tip above about muting.)
• If you are facilitating a large meeting, ask someone to watch the chat for you so you don't ignore people joining late or who have questions.

 
Remember that just like an in-person meeting, the participant(s) are giving you their time and attention -- try your best to make the most of it.   

Thanks for reading!  Have additional tips?  Please leave them in the comments.  

Image by Armin Schreijäg from Pixabay 

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