Video meetings are a great way to bring your team together and collaborate face-to-face. However, they do have their drawbacks, as they can only be used when you’re able to meet all of your coworkers at the same time. In this blog post, find out how a video meeting can be improved with some simple techniques to make it more effective and efficient for updating and aligning with your team.
Prepare an Agenda and Send It Early
To set an agenda for an online meeting, first decide what the meeting’s purpose is. This will help you determine what topics need to be discussed. Once you have a list of topics, send out a meeting invitation to your team with the agenda included. Be sure to give everyone plenty of time to prepare for the meeting.
Respect everyone’s time by starting promptly and sticking to the agenda as much as possible. If something comes up that isn’t on the agenda, decide whether it can wait until after the meeting or if it needs to be addressed then and there. Keep the discussion focused and on track by frequently reminding everyone of the purpose of the meeting.
End the meeting by reviewing what was accomplished and assigning any action items. Thank everyone for their participation and let them know when the next meeting will be.
Use a Dedicated Mic and Headset
While using a laptop’s or tablet’s internal mic and speaker can be a convenient option, there are a few reasons you probably shouldn’t do it. First of all, the audio quality is usually poor, and more often than not, you can’t hear people if they’re not right in front of the camera. Secondly, the resolution of a laptop’s onboard camera is often inferior to a dedicated one, resulting in poor broadcast quality. Finally, if an external mic or camera suddenly malfunctions, replacing these is usually significantly easier than having a laptop’s internal mic and camera repaired.
All that said, there are a few things to consider when selecting a microphone and headset for video conferencing. The most important thing is to make sure that the audio is clear and that there is no background noise. You also want to make sure that the microphone is not too close to your mouth so that your voice is not muffled.
There is a wide variety of microphones and headsets available on the market, so it is important to do some research to find the best one for your needs. There are wireless and wired options available, so you have to check what would be most compatible with your devices as well as your habits. You also need to consider what type of connection you will need in order to use the equipment.
Once you have considered all of these factors, you can then start looking at specific models and brands. It is always a good idea to read reviews from other users before making a purchase. This way, you can be sure that you are investing in quality tools that won’t suddenly fail during an important meeting.
Keep Everyone Muted By Default
It can be tempting to have everyone unmuted during an online meeting so that everyone can contribute freely, but this can often lead to disruptions. If people are talking over each other or if someone’s audio is cutting in and out, it can be very difficult to maintain focus and stay on track.
Keeping everyone muted during an online meeting helps to keep the focus on the current speaker or meeting moderator. It also eliminates distractions and makes it easier for everyone to hear each other clearly. If there is a need for breakout discussions, those can be conducted in separate rooms or through chat features.
Turn On Your Video Throughout
There are a few reasons why you should keep your video on during an online meeting. First, it helps to build trust and rapport with your team members. Seeing each other’s faces can help create a more personal connection, which can be beneficial for building relationships and working together more effectively.
Second, keeping your video on can help ensure that everyone is paying attention and participating in the meeting. It can be easy to get distracted when you’re not looking at the person who is speaking, but if you can see their face, it can help keep you more engaged in the conversation.
Lastly, having your video on during a meeting can help provide accountability. If someone isn’t contributing or seems to be checked out, it’s easier to tell when you can see their face. This can help keep meetings more focused and productive overall.
Conclusion
Video conferencing is one of the best ways to build rapport and camaraderie within teams that are operating remotely. However, if done poorly, they can muddy communication and cause internal confusion. Consider the tips laid out in this article to ensure that everyone is on the same page and pulling in the same direction.