Participate in conferences despite working from home and not being physically present in the office! Teams, Zoom, Skype, and even GoToMeeting are all important tools in our current situation. But what needs to be considered in such a digital conference? Is there a kind of "etiquette" for this situation?
Which room is best suited for video conferencing? What should the background look like? And should business attire really be worn? It's no secret that video conferences offer great advantages and flexibility, but just like office conferences, they require sufficient preparation.
First, it is important to choose the right workplace or room. Make sure you are in a quiet environment and will not be disturbed by children, roommates, or your partner. In this case, the microphone should be muted when no one is speaking. This prevents background noise and allows you to control the sound. In addition, if possible, choose a neutral, tidy, and well-lit location that also has a stable internet connection and provides a pleasant working atmosphere.
If the conference is taking place in a conference room within the office, care should be taken to ensure that the seating arrangement and camera placement are correct. Each participant must be clearly visible and have a good view of the screen.
Now to the "dress code." Is there such a thing in video conferences? Yes!
The same rules of conduct apply here as in everyday meetings or face-to-face meetings within the office. After all, this is not a private Skype conference with family, friends, etc., even if the familiar four walls may tempt you to dress casually. So make sure you appear in appropriate attire, in accordance with the office dress code, to make a professional impression.
Make sure that all conference participants can see you clearly, that you are positioned roughly in the center of the camera, and that you appear friendly. Clear pronunciation, occasional pauses, and direct eye contact with your colleagues are advantageous. At the beginning, ask if everyone can hear you clearly. If possible, use headphones, as these block out outside noise and allow you to focus on what you are saying.
Stay focused. Even if the temptation to quickly glance at your cell phone, check your emails, or write a text message is great, you should refrain from doing so. Taking notes on a notepad is of course allowed and encouraged, but not on your computer, as the sound of typing can disrupt the conference.
A virtual conference is particularly well suited to our current situation. It is an excellent way to avoid groups of people gathering and sitting close together, while still allowing topics to be discussed. It is clear that video conferences are very convenient for employers, employees, and customers alike, and it is hard to imagine life without them now.
Despite all this, the above rules should be observed and followed, as video conferencing should not be underestimated.
Web conferences offer many other advantages. These include:
- Lower travel costs
- Saved travel time
- Quick "return to desk"
- Environmentally friendly working
- Flexibility and location-independent collaboration
- Visuality (in contrast to telephone conferences)
- More regular exchange possible
- Global exchange within a very short time possible
