In the professional world, one of the most engaging conveniences of the modern age is video conferencing. We feel more connected with folks who are not in our immediate vicinity when we hit a button and there is the individual – face-to-face ready for a conversation. In a professional environment, here are some video conferencing protocols that will help you to present a more polished and scholarly image:
Prepare for a Video Conference
- Recording a video conference is an excellent idea if you will need to refer to the discussion later. If you are recording the conversation, say so once you start the record button: “I will be recording this conference for future reference.”
- Ensure that all equipment is set at correct settings before you begin the conference.
- Light muted colors for clothing without busy designs are best on video.
- Make sure you are not sitting in front of a window. This may shade your face! Instead, set a lamp facing you that sheds light on your face.
- Check your face to make sure it is centered in the video window. No one wants to converse with the top of someone’s head!
- Move the video-chat window close to the camera, and look into the camera. Eye contact is important, even when communicating online.
- If you are attending a video conference by phone, introduce yourself before you share.
- If there is background noise, mute your microphone.
- Because audio usually has a delay, wait until the other person is finished speaking.
Video Conference Etiquette
- Dress appropriately, as you would if you were in a face-to-face meeting with the individual.
- Be punctual – it is respectful to the others.
- If you are signed on and waiting for the others, do not conduct personal business i.e. check your phone, walk around, or make coffee.
- Make sure your background has a professional appearance. A pile of dirty laundry or groceries on the counter in the background is distracting! Having your back to a blank wall serves nicely but is not a must!
- If hosting the meeting, join the video conference ahead of time to ensure there are no problems.
- End the call when the meeting has ended to safeguard confidential commentary.
- Take notes so you can refer to points made during the discussion. If you need to type, let the speaker know you will be taking notes on the conversation, or handwrite your notes. Either way, mute your mic while the speaker is talking.
- Do not multitask! Schedule a time when you will not be interrupted by family, phone calls, the doorbell, etc. Similarly, do not eat during your meeting!
- As a courtesy at the end of the call, email a quick synopsis of the main points of discussion.
Body Language
- Keep hand and head movements to a minimum since they can be distracting to the listener.
- Look at the camera so you have eye contact with the listener or speaker. Looking away shows disinterest in the conversation.
- Put your cell phone away – your eyes drifting away from the screen are distracting and easy to see.
- Be yourself! Try not to sound like an announcer, and enjoy your conversation!
- As a general rule of thumb, if you wouldn’t do it in a face-to-face conversation, don’t do it in a video conversation.
I hope these tips will help you find success in your online communication. Whether you are a current online learner or a business professional considering an online degree, knowing the rules of online etiquette will help you to become a better communicator.
Grand Canyon University’s College of Doctoral Studies offers online EdD, DBA and PhD programs to help you achieve your academic goals and advance your career. Learn more by visiting our website or contacting us using the green Request More Information button at the top of the page.
More About Dr. Isaac-Smith:
Hazel Isaac-Smith, PhD, is a team lead: senior research specialist for the Office of Dissertations, College of Doctoral Studies at Grand Canyon University. She has 15+ years of teaching and administrative experience in higher education. Dr. Isaac-Smith has a BSc in communicative disorders from Andrews University; BEd from the University of Toronto; MEd in special education from York University in Canada and PhD in emotional/behavioral disorders from Arizona State University.
Dr. Isaac-Smith has a passion for working with adult learners in higher education and brings substantial teaching experience, having taught students ranging from preschoolers to doctoral students. Her research interests lie in the field of linguistics, the pragmatics of language, and psycholinguistics. At Grand Canyon University, Dr. Isaac-Smith’s primary role has been to guide doctoral learners and their dissertation committee members to successful completion of their dissertation journey.
