With the current situation, we are more than ever in need of using alternative means of communication to physical presence. With this, the need arises to dominate online communication channels, making it fundamental to know how to be successful in a video call or even how to communicate effectively by e-mail.
First of all, we must understand a video call meeting with the team leader with the same seriousness with which we face a physical meeting, in the office. As such, there are several rules and tips that we must follow to make sure everything runs smoothly.
Here we can differentiate between what we can avoid and what we cannot control. We reinforce here the importance of arriving at the meeting in advance, in order to timely resolve something that may not be working properly. For example:
- • If in the room where we are working we have poor quality in terms of lightning, we can move to the office, or to another location with good light.
- • If there is ongoing construction on our street and the room is the most affected place in that sense, we can go to the living room.
- • If we know that the internet connection works best in one place, we should make the call in that specific place.
With this, we guarantee that when the meeting begins we will be seen and heard correctly and that our image accompanies our audio.
If we get to the meeting last minute, we will need to resolve any unforeseen circumstances at the time of the meeting, and this would create a stressful situation, with a team waiting for us.
In addition to the technical issues such as microphone, camera, lighting and internet connection, we must pay attention to several other aspects so that our meeting with the person in charge of the team runs smoothly.
- • Choose a quiet place
We know that in the home office context it is quite difficult to keep children silent, to control street noise or not to clash with the meeting that our partner is having at the same time, which will mean two people talking at the same time.
However, in relation to the first point, we can warn that we are going to enter a meeting and thus avoid negative situations when the meeting begins. In regards to the second and third aspects, we can always move to a location that is less noisy or that least interferes with the connection of both us and our partners.
- • Proper presentation
Nobody dresses at home the same way they would dress to go to the office, however we must present ourselves in the most appropriate way. Avoiding clothes that are too informal for the occasion.
- • Maintain physical meeting formality
If our meeting is going to happen with people we have not met before, we must ensure that we introduce ourselves briefly and concisely.
‘’ Good afternoon everyone, my name is John Anderson and I am responsible for the communication department of this company. I requested this meeting .. ’’
As long as we follow all the rules that we would follow in a normal offline meeting, a video call meeting will run smoothly. Essential topics are:
- • Maintain balance – It is a working meeting, let us keep the effusiveness of seeing colleagues for another occasion;
- • Tranquility – to present our ideas calmly and safely;
- • Sobriety – careful and sober visual presentation;
- • Respect – wait for your turn to speak, avoid overlapping with others.
Obviously, we should not interrupt when another person speaks. This attitude shows no respect. In online meetings, the tendency to overlap and create confusion is immense and constitutes a challenge. In addition, when we finish speaking, we should immediately mute our microphone to not interfere with others’ communication, either due to other people’s noise, or even to avoid the noise of our keyboard disturbing it.
Starting from this last topic, I reinforce the importance of staying focused and dedicated to the meeting, showing to be focused and not multitasking.
When we have to share our screen, we must ensure that we do not have open windows that we do not want other people to see, and that we disable notifications we may have active, so that the rest of the team does not see our private and personal content.
These are some of the essential points to fulfill in order to speak publicly in video meetings with team leaders, colleagues or even applied in a virtual job interview.