More than half of surveyed companies reported plans to invest more in workplace flexibility programs this year, according to the 2015 Workplace Flexibility Study by WorkplaceTrends.com and CareerArc. As companies create more opportunities and resources for remote work, video conferencing will likely be one of the primary tools organizations introduce or extend to keep remote employees connected. With such an increase, enhancing your team’s video conferencing skills will be important.
In a study from Wainhouse Research and Poly Company, 87% of professionals who work remotely agree that video conferencing makes them feel more connected to colleagues. Surveyed individuals also noted that this technology promotes increased efficiency, faster business decisions, and lower travel costs.
Whether you work from home or manage someone that does, it’s worth exploring strategies specific to communicating via video. Even professionals who are well-versed in the technology of video conferencing may not fully understand the social faux pas and best practices.
Take the time to emphasize the following tips to enhance your team’s video conferencing skills and set your remote team up for success:
1. Maintain a Clean Background
Most professionals understand the importance of looking well-groomed for a video conference, but they should also consider what’s going on directly behind them. Advise your team to clean up anything that will show in the video frame and clear out items that colleagues or clients shouldn’t see.
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This is especially important for those working from home where kids, spouses, roommates, or pets could walk into the shot during a meeting.
2. Anticipate Distractions
In Poly Company’s recent survey of more than 1,200 business decision makers, 56% noted that they had been distracted by noise or decor during a video meeting. Video conference users should not only create a distraction-free background, but also make sure their surroundings are relatively quiet.
It can be awkward and frustrating when someone on a video conference receives a call on a cell phone, a knock on the door, or something else that pulls them—and everyone else—away from the task at hand. Before a video conference begins, suggest that participants silence everything that could make noise, including cell phones, landlines, computer notifications, and alarm clocks.
3. Pay Attention to Body Language
Conventional wisdom recommends making eye contact during meetings, interviews, and other professional interactions. While this is excellent advice for face-to-face meetings, it isn’t a great strategy during a video meeting. Instead, encourage the habit of looking directly at the camera when speaking, which creates the appearance of eye contact.
Remind your team to avoid fidgeting or excessive gesturing during a video conference, as these movements can appear over-exaggerated when they show up on the screen. Sitting too close to the camera or leaning in during the interview can also be distracting, so it’s best that everyone maintain a comfortable, consistent distance from the camera throughout the meeting.
4. Assume Everything Can Be Seen
Too often, video conference participants try to multitask with personal projects and ultimately embarrass themselves and frustrate the people on the other end of the call. The Poly Company survey of decision makers also found that 51% of respondents reported noticing when other participants appeared to be multitasking or seemed bored.
Embracing video conferences and video conferencing skills is valuable because it allows your team to be more comfortable and productive. But this flexibility can turn into a disadvantage if colleagues or clients see or hear something unprofessional. Ensure that your team understands that above all, it’s best to simply avoid anything that wouldn’t be appropriate in an office setting.
Practice video conferencing skills as a team and give individual, honest feedback about needed improvements. Ultimately, your remote reports will be prepared to make a great impression during every single video conference.
Readers, are video conferencing skills important at your company? Let us know in the comments section below!
Corey McKeon is the marketing manager of Whitman online programs for 2U Inc. The Martin J. Whitman School of Management at Syracuse University has partnered with 2U to power and support MBA@Syracuse and Accounting@Syracuse. He earned a master’s degree in communication, culture, and technology from Georgetown University and a bachelor’s degree in marketing from Johnson & Wales University.
photo credit: istockphoto.com
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