Video Meeting Etiquette Do’s and Don’ts

 

Video conferencing has become a regular part of daily work life for most of us. School classes, work meetings, personal interactions and many other types  of gatherings are now routinely conducted in a virtual meeting format. Whether you are a pro or new to the process of online meetings, it is important to recognize  a few tips on video meeting etiquette to ensure you get the most out of your virtual meetings while also respecting others on the call with you.

The pandemic was a gigantic catalyst for enabling and creating work at home solutions that fit a variety of industries, many of which never thought they would be incorporating telework into their business plans. Video conferencing became our best and safest bet when sitting across from loved ones and coworkers was not a safe option. 

Millions continue to work remotely, even after we move on from some of the restrictions and fears that the pandemic created. With this mass exodus from office buildings, we have become heavily reliant on video conferencing tools. And the statistics back this trend. According to Global Workplace Analytics, remote workers have increased by 140 percent since 2005.

Access to and the evolutions  in technology play a huge role in this increase in conjunction with the pandemic. Employers are also more in-tune with employee needs in an effort to increase productivity and lessen stress. While employers are primarily concerned with productivity, communication and teamwork in relation to remote work, they also realize that employees enjoy the freedom and flexibility that comes from robust work from home solutions.

Video conferencing has emerged as the perfect communication tool for remote teams. This gives employees the ability to work from anywhere, a perk that many have considered a high priority when looking for a job. Companies are becoming nimble to attract high quality employees, many of which are demanding full-time remote work and only applying for positions that do not require an on-site presence. Recent data from Slack found that a majority of global knowledge workers (a shocking 57 percent) said they were currently or would soon be looking for new jobs that would bring more flexibility to their lives. Most were even open to taking pay cuts in exchange for greater flexibility and a better work-life balance. 

Upwork’s newly published Future of Workforce Pulse Report stated that one in four Americans worked from home in 2021. Forward thinking, the survey found that by 2025, 36.2 million Americans would likely be working remotely, which could represent an 87 percent increase from pre-pandemic levels. Here are some more statistics from the study that show the growth of work from home and the need for robust video conferencing solutions that can easily connect remote teams:

–  55% of companies allow for remote work.
–  Remote work increased by 77% from 2019-2022.
–  Remote gig work increased by 19% from 2019-2022.
–  30% of employees are full-time remote workers.
–  62% of employees work from home occasionally.
–  From 2010-2020 (pre-pandemic), America saw a 400% increase in employees who work from home at least once a week.

Effective Work from Home

While there are many benefits to working from home, there are some downsides for both employees and employers. Hubspot shows the following trends::

–  77% of remote workers report higher productivity levels when working from home.
–  23% of remote workers work longer hours from home than in the office.
–  53% of remote workers take less time off than in-office employees.
–  74% of employees say that they are less likely to leave a company that offers remote work.
–  83% of the workforce say because they can work from home, they have increased job satisfaction.

Video meeting tools have greatly facilitated work from home, both pre and post pandemic. Web conferencing quickly became the new standard of meeting format during COVID, replacing traditional conference room meetings and negating travel. According to a recent Forbes report, video conferencing statistics gathered in 2021 show that this tool is a must have in today’s work environment, no matter your industry:

–  45% of teams use video calling tools daily or weekly.
–  80% of employees use video calling for 1:1 meetings.
–  78% of employees say they use web conferencing tools for team meetings.
–  75% of CEOs say that video conference calls will entirely replace audio-only conference calls.
–  67% of employees say they are more likely to contribute to a meeting over video conferencing.

Market projections continue to forecast further growth within the video conferencing industry. Continued innovation will be absolutely necessary to meet the needs of the varied industries that further the work from home trend. 

Clear.Live rose to the challenge, creating a dynamic suite of mobile-friendly and easy to use tools – so everyone can get connected. With 256-bit encryption, Clear.Live offers government-grade security at a price that is 40% less than competitors. It’s all the tools you need to communicate effectively and safely without contracts, hidden fees or surprises. 

In short, it’s web conferencing re-imagined.

With Clear.Live, the user-friendly web portal allows for secure, enhanced web conferencing with outstanding tools and exceptional amenities. The audio-only option provides an alternative to video calling and the platform features HIPAA compliant recording libraries, whiteboard capabilities, Outlook integration, remote speaker control, private meeting chats and more.

And it’s all backed by end-to-end encryption which guarantees that every web conference is free from unwelcome surprises, meaning you don’t have to worry about transmitting sensitive data or sharing personal information.

Video Conferencing Etiquette

With the exponential rise of web conferencing, it is understandable that a new set of rules for etiquette have emerged. Many can be specific to your industry or workplace environment, but overall there are some rules that will help you put your best foot forward in a virtual office setting.

Double Check Your Tech

Many web conferencing companies mandate that you download their software prior to a call for the system to work properly. However, with Clear.Live, there is nothing to download, and it is easy to get connected from your phone, tablet or computer. If you are using a video conference software that needs to be downloaded, take care to do this beforehand, perhaps even complete a test run to make sure everything works. Late arrival to a meeting due to technology issues is hugely unprofessional, and familiarization with the video meeting software and login is expected.

Additionally, test out your audio equipment and the camera on your computer. If you have glitches, it can be difficult to concentrate on the meeting at hand. We’ve all been in settings where alerts are going off, and echoes or other background noise can be heard during conversation, making it tough to stay on-task.

Treat it Like an In-Person Meeting

While it is very tempting to stay comfy in your apparel while you’re working from home, web conferencing should be treated the same as an in person meeting. This means you need to be dressed and groomed to fit the setting, and that you should be fully prepared.

Your background should also reflect the nature of the meeting. If you are able, sit facing a sunny window or use a ring light to help ensure you aren’t sitting in the shadows, which can make you look disengaged in a conference setting.

Make Good Use of Mute 

The mute button can be your best friend in a video meeting. While you must stay engaged and unmute yourself quickly when questions are directed to you, it is best to remain on mute until addressed to speak. Even the quietest background noise, such as a running refrigerator or a beeping smoke alarm, can be picked up on a live mic making it extremely difficult for others to hear and participate.

Use Video Meetings Prudently

Video meetings have become a very common part of the way most of society does business. Whether your team has always worked virtually or you are recently navigating the best ways to incorporate video conferences into your day-to-day business, it is important to remember online meeting etiquette. Virtual meeting best practices are constantly evolving, but keeping a few simple tips in mind will ensure that you get the most of your video meetings every time. 

Clear.Live provides personal and business users with safe, simple and affordable web conferencing services. The mobile-friendly, browser-based service is easy to use yet offers a robust suite of tools to help anyone communicate efficiently and effectively. With Clear.Live’s streamlined interface and end-to-end encryption, users in all settings enjoy the most secure web conferencing available in an easy to use yet, dynamic package. Start your free trial today!