Video Meeting Professionalism Guidelines

We all know the importance of video meetings! From simply putting faces to names, to helping everyone on the call participate fully. But like most technology, it takes some time to get used to it and there are always glitches.

I’m sure we’re all guilty of throwing on a new shirt, checking the hair and/or touching up the makeup just before the call starts. But in an effort to help our clients feel more comfortable, engaged and ultimately see that we are professionals they can trust; we have put together the following guidelines to help all of us be a cohesive team in a remote office.

There are some exclusions, of course, including staff meetings or internal meetings; however, for the sake of efficiency and removing distractions please keep all these guidelines in mind each time you are about to be on a meeting.

Give time

• Block a few minutes ahead of and after each meeting. This will help you in the following guidelines. This preparation time is also billable to the client.
• Allow time for attendees to join the meeting (not everyone is as punctual or prepared as we would like) and/or they may have technical issues.

Test your equipment in advance

• Be sure to have all equipment on, charged and tested before the start of each call.
• Keep your laptop and headset (if you use one) chargers nearby.
• Using a laptop or a desktop computer is highly preferred, as mobile devices may not give you access to all required features like chat conversations or slides viewing.

Should you encounter any IT issues, please try first to exit and re-join the video call.

The minimum recommended internet speed is 8.5 Mbps. You can verify your connection here: https://www.speedtest.net

Be a Prepared Presenter

• If you are the organizer or a presenter, know in advance how you will be sharing your slides or projects and understand how the software works (particularly how the video call software interacts with your presentation software).
• Close any windows/applications that will not be needed during your presentation.
• Be sure to have a clean background on your desktop.

Dress appropriately

The adage that says that “you never have a second chance to make a good first impression” is of course also valid when meeting via video calls.

• Dress professionally where you will be seen on camera and though likely no one will see anything below your shoulders, you are highly encouraged to be fully dressed during all video calls.
  • Reflections in glass or mirrors can show things you didn’t intend to show.
  • If you must walk away from a meeting in session, you don’t want to forget that you’re not wearing any pants.

Set up an adequate environment

Choose the place you will be having the video call carefully as you should not be disturbed by external elements during the session.

• Be aware of your eye line and where you are in the frame
  • No one likes to be “talked down to” or see your nose hairs…make the camera level to your eyes.
  • Verify that your head and/or your chin are in the frame and won’t get cut of if you shift around a little.
• Have an inviting, clean, non-distracting background
  • A blank wall, though not distracting, can feel sterile and boring.
  • Avoid locations where traffic, animals, kids, or the general public can be seen or heard around you.
  • Place a “Do Not Disturb” sign on your door to avoid accidental interruptions.
  • In situations where the option is a blank wall or a lot happening, choose the blank wall as it will at least allow of a focused, productive meeting.
• Light up your face
  • Avoid having windows behind you; this can create a back-light situation where your face will be too dark or the camera will try and compensate by washing out your background. If a window must be behind you, use curtains or blinds to help defuse the light.
  • During the day, natural light from a windowcan be sufficient, but early morning or late evening calls won’t have that benefit, so bring in a lamp to light up your face.
    • If you use a light, be aware of shadows or objects in the direct path of the light.
• If you use a “stock” background image with the “green screen” affect, ensure that it is not distracting. Additionally, be sure that your background is a solid color, distinct from other natural colors (i.e., green or blue) as these can cause parts of your face, hands or clothes to become part or the stock background instead of showing on the video.

Assume You’re Always On

• Be aware of your audience and yourself; facial expressions speak volumes, but the words we choose to use also speak loudly.
• Be conscious of your technology; not all video meetings will end when the presenter leaves…you may still be “in the meeting” even if it has ended. Until you verify that you have closed out the program or browser window your camera and microphone could still be on and broadcasting.
• Just because a person walks away from the video does not mean they cannot hear you. They may have loud speakers or they could have wireless headphones.
• Place yourself on mute when you are not speaking as to avoid feedback and unexpected noises.
• Avoid slouching or leaning back in your chair.

Final thoughts

• If you notice a technical issue, speak up sooner so that the issue can be resolved and cause less distraction for the group. It’s like telling a friend they have spinach in their teeth, it’s awkward, but appreciated in the end.
• Keep in mind that the issue may be on your end…it’s not necessarily the other person’s internet or computer.
• Lastly, be on time! As with any traditional meeting, being on time is an absolute standard and is an ultimate test of professionalism.