Struggling with Professional Zoom Etiquette? 7 Tips to Improve Your Video Calls
For the past sixteen months, professionals have been spending a lot of time on video calls. You’d think that we’d all have it down by now, but anyone who does this on a regular basis knows that’s just not the case.
To help you brush up your video conference call skills before you head into a hybrid work environment, we’ve compiled tips to help you look professional on Zoom and improve your video calls.
Wherever you land on the spectrum of professional video call expertise, now is the time to revisit your professional video call etiquette.
1. Upgrade Your Internet Connection
If you’re still struggling with intermittently patchy internet service, it’s past time to upgrade your office setup. The simplest solution may be to return to the office, even if you only go in a few days a week, in order to access high quality internet connectivity on the days when you have video calls scheduled.
For those who still need to improve their home internet …
Keep an eye on bandwidth hogs like music and video streaming services.
Plug into an ethernet cable. While this won’t boost your service level, it will eliminate any issues you may be having with your wifi router.
Buy-up to boost your internet connection. This may seem unappealing, but if you work for a large organization, you may have access to a stipend for home office improvements.
As you revisit your internet service, consider moving your work onto a VPN, if you haven’t already, to ensure you have appropriate online privacy and security.
2. Reset Your Background on Video Calls
If you don’t work in a private office downtown, you have probably experienced some aesthetic concerns over your background on video calls.
It’s preferable to sit by a source of natural light during long hours at one’s desk, but bright light can be problematic when it’s time to log onto a video call if it’s not aimed in the right direction. Here in 2021, you know better than to enter a video call with strong light in the background. Afterall, what’s the point of being on a video call if your counterparts can’t see your face?
If you’re still struggling with an unpolished home office or working out of a desk in your bedroom, the best way to mimic a downtown office space is to relocate for video calls so that the space behind you is free from distractions.
Should you be struck where you’re seated, use the blurring feature or select a custom background on most video call applications today.
3. Invest in the Lighting You Want
In addition to ensuring there are no strong light sources behind you, you may want to take the plunge and upgrade your workspace lighting.
If you don’t want a ring light, that’s okay, but that doesn’t mean there aren’t better lighting options that will make you look more energetic than the blue glow of the screen.
In your home office and at your desk downtown, your colleagues and clients expect the same quality of conversation and experience.
4. Nothing Looks More Professional on Zoom than a Headset
This suggestion is in no way facetious. You don’t have to upgrade to the full Madonna mic, but you should consider purchasing a headset and microphone if you’re in a hybrid work setting for the long term.
At the very least, consistently use headphones with a microphone to avoid feedback. Your computer’s native support just isn’t good enough for professional video calls in 2021.
5. Perfect Your Angles to Engage Over Video
Have you spent most of the last year half looking at the video call participants and half turned away to take notes?
If so, it’s time to buy a webcam. If you’re a laptop user who relies on an auxiliary monitor (or two), it’s worth the investment.
In addition to being a better experience for all participants on your next call, you’ll likely find that this purchase comes with a significant ergonomic upgrade, as you’ll no longer be twisting your spine and neck.
Additionally, to cut down on the stress of note-taking, consider using a service like Otter.ai to record the call in Zoom and automatically transcribe the conversation.
6. Download the Desktop Apps for Your Video Call Apps and Keep Them Updated
Whether you rely on Skype, Google Meet, Microsoft Team Meetings, or Zoom, you’ll have a better experience on video calls if you download the desktop app and keep it up to date.
Desktop versions of video applications typically come with better functionality, stability, and additional features.
7. Refresh Your Knowledge of Professional Zoom Etiquette
It’s been a minute since we last opened listicles on how to handle professional Zoom calls, and from what we’ve seen in our own organization, we know we’re not alone.
The logistical steps you can take to host or participate in a better video call experience are simple, but it’s easy to fall out of the habit of doing these practical things.
Log in early to check your video and ensure your set-up is in place.
Mute your mic when you’re not talking.
Use the waiting room to boost security in large meetings.
Monitor breakout rooms like a pro to facilitate small group discussions when appropriate.
Ensure everyone on the call is visible and take the time to reset norms with your team.
This last point may require some adjustment for newly hybrid teams. Consider how you’ll handle group calls in which half the team is in the same room.
For example, Will everyone be required to bring their laptop so that everyone is equally visible on the call, or will you use a wall-mounted camera to capture the large group? Will you institute a new protocol for calling on folks who wish to contribute to the conversation from their location? Or, is there a better way?
Answer the Age-Old Question: Could This Meeting Be an Email?
At Firmspace, we’re all about supporting your proworking routine, and we appreciate how hard it can be to do deep work when your schedule is packed with back-to-back meetings.
To hold better video calls, we find it’s best to use them sparingly. Now that folks are back in the office at least part-time in many places, it’s time to revisit what requires facetime and what can be a call – or even better, an email.
If you’re looking for a private office space where you and your team can host polished video calls and log hours of heads down work, schedule a tour of your local Firmspace to see if membership is right for you.
Photo by Gabriel Benois on Unsplash