Web Conference Etiquette – key rules to follow

Web Conference Etiquette – key rules to follow

Business Hangouts - Web Conference Etiquettes

From engaging webinars to virtual meetings, video conferencing is a necessary tool that can set the stage for expanding your audience, pitching ideas, and help you achieve your business goals. As more and more businesses and individuals are taking advantage of using video conferencing to boost their business, many are still making major mistakes. This often results in frustration, wasted time and in many cases, losing your target audience.

Video conferencing also comes with its own share of rules of proper etiquette.  Here are 22 Rules of Video Conference Etiquette That Everyone Should Follow.

Rules for Administrators

  1. While you don’t have to go through everything, make sure to test your equipment before any call.
  2. Make sure to send everyone a reminder about the conference.
  3. Double-check everything 15 minutes in advance of your event.
  4. Designate someone to take notes and questions after the video conference. Most software allows participants to ask questions through chat.
  5. Administrators should introduce the presentation two minutes after the scheduled time. This will ensure that everything is starting efficiently and eliminate any awkwardness for presenters.
  6. Before introducing the first speaker set the rules by explaining how the questions will be addressed. This will prevent most disturbances and awkwardness during the conference.
  7. Send out slides, notes, recordings, or any other useful information within the 24-hour period of the conference.
  8. Consider a follow-up discussion or live Q&A.

Rules for Presenters and Speakers

  1. Keep the audience in mind when writing your presentation. Look for opportunities to engage the viewers with picture illustrations, questions, and real-life examples.
  2. Prepare a dry run the day before. While you don’t necessarily have to cover the entire presentation, get familiar with the software and flow of the meeting.
  3. Practice! While you may be an expert with your material, read through your presentation out loud.
  4. Be early. Prevent any sudden signs of nervousness and prepare yourself for your presentation.
  5. Don’t eat during the conference. Would you bring a large cheeseburger to a meeting? Then don’t bring it into your video conference either. This is especially important if others can see or hear you chewing – causing the ultimate distraction.
  6. Speak calmly without rushing. Most speakers tend to talk fast, causing the audience to zone out and get distracted.
  7. Control the Background. A messy distracting background can cause viewers to focus on the clutter around the speaker rather than listen to the conference. Keep the background nice and simple.
  8. Look at the camera during key moments. Stay calm and build trust with your audience by talking into the camera as much as possible.
  9. Conclude with actionable advice and a complete summary of the presentation. Only focus on key details.

Rules for Attendees

  1. Sign in a few minutes early. Make sure your microphone is on mute so you don’t annoy the rest of the audience.
  2. Business Hangouts does not require any special software to download – but make sure you log in with Google if you want to show video or chat with presenters
  3. Never interrupt the speaker. There are usually opportunities given during or after the conference when you can ask questions through chat. Be sure to write them down for you to remember.
  4. Don’t type during the conference (if your microphone is on). This will only create more distracting noise from the conference as well as indicate that you aren’t paying attention to the speaker. Even if you are taking notes, the sounds can be distracting and frustrate other listeners.
  5. If you enjoyed the conference or would like more insight, reach out to the presenters after the meeting. This promotes a better relationship and may even open doors to more opportunities.

Creating a video conference is a lot of work and energy, but it will definitely pay off when done right. Make sure that your team is aware of these rules as well. Keep these rules in mind to help make sure that your next conference is a success.

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