Be a pro at online meetings

11 Oct, 2020 - 00:10 0 Views
Be a pro at online meetings

The Sunday Mail

Women & Leadership
Maggie Mzumara

Online meetings have always been in existence but not popular.

In the past five to seven months, however, due to Covid-19 health protocols, they have become quite the rage.

Suddenly, everyone is having online meetings, making virtual gatherings the new normal.

However, months into the practice of online meetings, many of us are still fumbling, not quite sure how to put our best foot forward and falling into some snafus.

Knowing some basics about virtual meetings can save you time, some face and headaches.

Usually it is one click to start or join any meeting and the applications and platforms used provide easy collaboration and participant controls.

Most folk by following and interfacing with the screens of their gadgets can get the gist of it, however, if you are really struggling to understand this, you can get someone from your IT department to show you the ropes initially.

Selecting the technology, platforms

It is important to use the technology and facilities that are most accessible to everyone on the team. Most people use Zoom, while others use Google Meetings. There are plenty more applications on offer on the internet.

Test the technology, gadgets

Well before the meeting, test your technology and resolve any technical issues. Make sure your laptop is in good working and reception order and if you are using a phone, use one whose line has audio clarity and stability.

Preparation

You should prepare for an online meeting as you would for an important face-to-face meeting.

Punctuality

Join the call at least five minutes before the meeting start time. Being late for the online meeting, worse if you are hosting it, is tardy and poor etiquette. If you are the host, welcome all the participants and introduce people.

Appearance

Dress decently, as you would if you were in the office. No untidy home clothes or overly casual gear, hats or other non-business attire. Be respectful, attentive and polite.

Posture

Be mindful of your posture. Being seated at a chair helps you to sit upright, which improves how you look on video. Do not slouch or be hunched over. If you must and if possible, adjust your seating height so that it is just right. Good posture contributes to a good video.

Backgrounding

Be mindful of your background — is it too loud and saying what you do not want it to say? Adjust accordingly.

You can use virtual backgrounds provided by the particular platform you are using in order to hide your real-life background.

Noises or lack thereof

Be aware of the noises that may exist around you. While some cannot be helped such as street traffic, sirens etcetera. As much as possible have your meeting from a room that does not pick up noises emanating from your own home such as the radio, television or washer and dryer that may be on in a close-by room.

Best practice

A good rule of thumb for video conferences is to show as much of the host as possible, while minimising the background. The best way to achieve both criteria is to show as much of the host’s face as possible. The goal should be to try to fill the frame with your face so that participants can better see your expressions and thereby improve the interpersonal connection between host and participant. This also reduces background distractions.

Setting up your computer

The most flattering angle for the camera to capture your face is from the same level or a little above your face. You do not want your computer camera looking up at you — it is not a flattering angle for most of us.

Sit your laptop on some books or other hard object or laptop, stand if you have it, until the camera is right across from your face.

Good lighting helps

Light your face well. If you are too dark or lit from behind, it looks like a hostage video.

Proper lighting is vital to producing a great-looking video, and it can make all the difference to how you come across to your audience. To produce the best videos possible, make sure the area in which you work is well-lit with lights being either front to back or slightly front and the side.

You want to avoid being directly below lights and never have lights directly behind you. If the lighting is directly above you, it will cast harsh, unflattering shadows.

If the lighting is directly behind you, it will cause you to appear darker. It is called being “backlit”. Both situations should be avoided. A backlit situation can occur when you are seated in front of a window with bright sunlight pouring in, or in front of direct light from a lamp or other source emanating from behind.

Another challenge with lighting is that it affects those who wear glasses. While it is not terrible, the lens glare could be distracting. Test the position of your light source so that you reduce glare.

Your face, demeanour

Relax your face – and also be energetic. Might sound like a contradiction but yes, try and be energetically relaxed. Unknit your brow and have a pleasant smile on your lips

Turn on your video whenever possible and be camera ready.

Eye contact

Making eye contact is very important for interpersonal communication.

Video conferencing poses a challenge in this area. While the video is on, you may no doubt be looking at your content and at your participant videos. As far as what participants see, you will seem to be looking down the whole time. Just as in real life, it is good to make occasional eye contact with your participants. You can do this by looking at the little black dot (the camera) at the top of your computer screen, your audience will feel like you are looking at them. If you need to look elsewhere — like on your computer or on your actual desk to refer to your materials, that is fine. Just make sure that every so often you look at the camera.

Muting, getting attention

Use the mute button at your site to prevent the transmission of background noise. Speak up to get attention if you have something to say.

Stay focused

Stay on task, which at this point in time is successfully getting through the meeting.

Maggie Mzumara is a leadership, communication and media strategist as well as corporate trainer and coach who offers services to groups & individuals. She advocates women leadership and is founder of Success in Stilettos (SiS) Seminar Series, a leadership development platform for women. Contact her on [email protected] or follow on Twitter @magsmzumara

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