Video Conferencing Tips from an Expert
We have all been busy responding and adapting to the unique challenges posed by the coronavirus pandemic. One of these adjustments is the shift from in-person to on-camera connections.
In the office, you have perfected your approach with colleagues in team meetings. You are confident and captivating while dealing with clients in person. But doing this remotely, staring into a mini camera on your computer from your home office, when you haven’t left your house for days – this is a challenge. And while we are all in this together and will forgive mishaps, it is important to use this new medium to maintain the credible, trustworthy and professional image you have worked so hard to build.
Since you are all now “on-camera presenters”, I’d like to share a few of the things I am currently working on with my clients that could help you authentically and successfully connect with your on-screen audience.
You are the Focus
Set your stage. During a video conference you want people focused on you, not your unmade bed, your cluttered shelves or your mischievous cat. Your background needs to reflect your professional brand and be consistent with your company culture. You can also experiment with “background blur” features on Microsoft Teams and Skype.
Lighting is key. To look your best, make sure your face is well lit and that you are not backlit by a window or bright white background that will overexpose the camera and leave you in the shadows.
Make eye contact. Looking into your computer’s camera lens is the virtual equivalent of maintaining eye contact. Although it is tempting, don’t look at the monitor, but rather straight into the camera when you are speaking. Position your camera at eye level for all video conferences and practice until you’re comfortable. Now, staring into a camera can wipe away any trace of a personality from some of us, so try to think about the people you are speaking to and how you would interact with them in person: be natural, express confidence through open posture, a clear and animated voice and natural body language.
Dress professionally. Avoid bright white, stripes and patterns that “buzz” on camera and opt instead for solid colors that complement your skin tone.
Plan for Distractions
You know to turn off computer notifications, set your cell phone aside, turn off your ringer, and always mute yourself when you’re not speaking (typing is loud). But as we are all working from home during this time, it is inevitable that our kids will burst into the room, our dogs will bark and other things will distract us. So have a plan:
Keep a bag of dog treats in your desk drawer.
Rehearse how you will kindly and calmly explain to your kids that you can help them out after you’re done with your call.
Know how to quickly switch video or audio off if necessary, so others can stay focused.
By thinking through these scenarios in advance, you will not be caught off guard and these moments can be an opportunity for you to shine.
Connect with your Audience
Maintaining flow is tough. Audio delays, long pauses and speaking over others as you stare into your clients’ or co-workers’ faces can create the sense of an awkward first date.
As a meeting facilitator, at the beginning of the call you can set a professional tone by establishing a protocol to deal with these challenges. For example you can enable non-verbal communications like the “raise hand” feature on Zoom and WebEx.
Stick to a focused agenda, set a time frame and get to your points quickly and concisely.
Keep your video conferences small if possible and acknowledge and try to include all participants.
When addressing larger audiences, make sure the content is relevant to everyone on the call. Remember, if you want people to stay engaged, you have to talk about what they care about.
As you strive to bring your same level of professionalism to clients and teams through this new medium, maintain your sense of humor and be flexible. Practice is key. We’ll all be pretty good at this soon. In the meantime, I’m here to help. In addition to video conference coaching and simulations, we are busy with crisis messaging, media interview preparation, and creating video messages from leadership including video capture, editing, company branding and delivery of files to upload.
Remember, no one is expecting perfection these days – just your best effort. Take care and be well.
