As the world is adjusting to the “new normal”, how we deal with face to face meetings has transitioned to web conferencing solutions.
Along with the new routine, it brought new challenges to conduct the best online meetings.
From turning off the video to troubleshooting technical difficulties, you need to know these seven brutal mistakes while web conferencing in your next meeting.
* Not Prepping the video participants in advance
When you plan to arrange a meeting with your team, it is a general rule of thumb to schedule and inform them.
Majority of the time, team members are informed at the last minute, and they feel overwhelmed with the background, audio/video clarity, and other arrangements.
Send them the meeting link at least 2-3 hours before the meeting. Connect early to optimize the background and camera.
This web conferencing solution prevents unnecessary diversion and tension during the meeting.
* Bad camera Angles
This is a common mistake with many people using web conferencing software. Placing your webcam/mobile camera at an inappropriate angle can look unflattering.
It looks unprofessional and distracts the people involved in the call.
Make sure, you place the camera at eye level and at least 2-3 feet away from your face to get a clear view of yourself.
Use a mini tripod or even pile of books if you’re accessing the software on mobile devices.
In the case of a laptop, you can adjust the monitor or use a standing desk to optimize the angle.
* Distractions in the surroundings
A sound free place is nearly impossible to find when you are working from home. It is quite challenging to find a clutter-free backdrop for your virtual team meeting.
While prepping for the call, ensure your background. Avoid having distractive artworks or books, because people pay attention to it more than the call.
It is well and good to have a solid background. Check for the room lighting-natural or artificial, ensure they don’t glare with the webcam angle.
You can even use background blur in the software (if present) but test before going live.
* Assuming technology is intuitive for all
When scheduling a virtual meeting, confirm whether everyone in the team is comfortable with the software usage.
A tool that is easy-peasy for one may not be user-friendly for others. Choose the middle ground.
If possible, educate the unknown user with the basic usage of the web conferencing solution.
This saves everyone from inconvenience, thus enabling a seamless interaction.
* Not muting at necessary places
Remember, when you are in a conference call, every little sound you make picks up.
Particularly, noise from your background annoys everyone in the conference call so much.
You can’t constantly shush your kids or roommates from stopping talking. Instead, make it simple by muting when others talk.
* Poor Audio quality
There is nothing more irritating than constantly checking if your voice is audible in the call or not.
Use headphones to cut down the ambiguity in audio. If you’re using wireless headphones, make sure it is charged.
Small things like this can save you from embarrassment. Always have a backup wired pair of headsets with you.
* Visual Gestures and Eye contact
Often, visual gestures and eye contact plays a vital role in virtual conferencing. These body languages can interpret the mindset of the employees in the call clearly.
Sometimes, they are misunderstood. Instead of providing visual cues, convey the context in words.
Plus, avoid wandering your eyes as it may indicate you are disinterested in the meeting; rather, you can lean forward and make eye contact with them.
The Final Takeaway
Before you get up on a call, you can prefer to go for a test run. Assure twice on the necessary arrangements you have made.