Video Conferencing Etiquette

As more and more companies invest in video conferencing technology, virtual meetings are replacing conference calls and in-person meetings. Not too many years ago, video conferencing equipment was expensive and complex. In fact, the technology was so difficult to use, that IT departments were often required to help users set up and run their video conferences. Thankfully, that has changed. Recent technological improvements have overcome these challenges, and video conferencing today is more accessible and easier to use than ever before but it’s important to know the basics of video conferencing etiquette.

6 Benefits of Video Conferencing

Businesses invest in this technology because it offers myriad advantages. Video conferencing lets you:

1. Increase Productivity

Video conferencing is an efficient way to bring together people who work in locations scattered across the globe. No time is spent traveling by car or by plane, and meetings are not delayed by waiting for participants to arrive. This translates into more time devoted to work. Plus, it takes very little time to arrange a video conference — all that’s required are a few calls or emails to establish the meeting start time and invite participants. Compare this with the amount of time spent on making plane, hotel and car rental reservations for face-to-face meetings.

2. Decrease Travel

Business travel is expensive and time-consuming. Eliminating the need to travel for company meetings saves your business a significant amount of money, perhaps enough to offset the cost of your initial investment in video conferencing equipment. As discussed above, meeting participants also save a lot of time by not traveling — not only does this result in increased productivity at work, but more time spent at home improves employees’ work/life balance, which increases overall job satisfaction.

3. Facilitate Collaboration

By allowing several participants to see each other and communicate in real time, video conferencing is more collaborative than phone calls or emailing. And, by bringing decision-makers together at the same time — no matter how far apart their office locations — video conferencing can speed up the time involved in making major decisions.

4. Personalize the Experience

While not in the same physical space, meeting attendees can see and speak to each other while observing video cues and body language. Sometimes, a person says more in gestures than in words. Plus, video conferencing allows off-site employees to meet their co-workers “in person,” so remote workers feel more connected to the team.

5. Show, Not Just Tell

Video conferencing enables presenters to carry out product demonstrations, make changes on a whiteboard in real time, show off a new office or manufacturing space, and introduce a new employee. When introducing a new product that’s too large to be transported to a meeting, video conferencing is the perfect solution.

6. Train and Learn

If employees are located in different locations, virtual training is a great idea. Using video conferencing technology, companies create a live learning environment that is equally beneficial to remote attendees and those present in the classroom. Learners interact with each other, as well as with the instructor, as if they all were in the same physical location.

The Role of Etiquette in Video Conferencing

Now that we’ve acknowledged the growth in video conferencing and the reasons for it, let’s talk about HOW to use this technology to its greatest advantage. We’ve all been in meetings in which poor video conferencing skills and manners prevented the participants from getting the most out of their virtual interactions.

Whether you’re the presenter or a remote participant, your behavior has consequences: Your reputation and that of the business or organization you represent may be at stake. When everyone follows a few simple rules of video conferencing etiquette, distractions caused by background noise, poor lighting and inadequate sound are eliminated, and your video conference is a success.

Video Conferencing Etiquette Guidelines

By now you’re probably wondering what specific actions you should take or avoid in order to ensure a productive, satisfying meeting. We’ve put our tips and tricks for video conferencing into an informative, easy-to-read infographic. Adopting these suggestions leads to more effective communication — and a better virtual meeting experience — for everyone.

infographic video conferencing etiquette
Video Conferencing Etiquette Infographic created by MicroTek, DC Meeting Facilities

 

Author Bio

Video Conferencing Etiquette - Hugh McCullen of MicrotekThis guest post & infographic on video conferencing etiquette was contributed by Hugh McCullen. Hugh is the president of MicroTek, a company that offers training and meeting solutions. He is responsible for expanding the company’s customer services portfolio and global presence. He strives to position MicroTek as a trusted partner, focusing on providing speed and flexibility for choosing training facilities, meeting and event management to help customers evolve non-core services into strategic assets.