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How to Start Using Video Conferencing During Meetings

Conference calls are something that we inherited from the past, we need to move to video conference. They were great to make purchase orders and for quick communication, but in today’s world, we are collaborating and building things together. It is time to use technology to make our communication better.

We complain that communication doesn’t flow the same way in a distributed team. Do you know why? It’s because we’re not paying attention during meetings! This is what we do during conference calls without video*:

  • 65% work on other things
  • 55% eat or prepare food
  • 47% go to the restroom

Team members don’t pay attention while you deliver important information. However, turn on video, and you will see how much communication improves. The camera will help you to deliver your message, people will engage more with questions, and you will increase the level of trust among your team members.

How to Transition from Conference Calls to Video Conferencing

  • Make sure that everybody has the appropriate video equipment.
  • Everybody should turn on their cameras; don’t have meetings where only part of the team has their cameras on.
  • Tell your team that the meeting/training will be with video when you send the meeting invitation.
  • Explain why you are asking them to turn on their cameras and how communication will improve because of that. Remember that 80% of the information we perceive comes from body language.
  • Make it a routine: All of the meetings should be with video.

Tips to Look Great on Video

Some of us will feel uncomfortable seeing ourselves on video. Follow these tips to feel more content during your video conferences:

  • The light source should be in front of you, not from behind.
  • Think about what is going to appear in the background:

Avoid having meetings with backgrounds that will distract the other people in the meeting. For example, you might be fine having a meeting in your kitchen while your husband makes dinner in the background, but that can be really distracting for others!

Use a folding screen as a background.

Personalize what you want others to see. Backgrounds are a great way to make things more personal. Put up posters of your favorite movies, plants or pictures of your family. Those objects will always be a part of the conversation and will bring you closer to the rest of the team.

  • Use makeup: It will help you look more alive, especially after a long winter.
  • Test the angle of your camera before starting the meeting, and move your chair and camera until you like the angle. • Use headphones so there is no echo in the conversation.
  • Sit up straight. It will help you remain conscious and aware that you are on camera and will help you avoid unconscious movements like picking your nose. :-)