The below post is taken from the Video Blog, the Subject Matter Minute. If it’s a little hard to read, it’s because it’s taken from the spoken word. You can view the episode on YouTube if you would like. Find it here: Episode #37 -Covid-19 Episode – Video Conferencing Best Practices
If YouTube is blocked for you or your agency, you can scroll to the bottom of this post to view it from Google Drive. (I would prefer you view on YouTube, so I know how many people have watched)
You can also listen to an audio version.
Hello Everyone! Welcome to another Covid-19 inspired episode of the Subject Matter Minute. And… welcome to a new era in video conferencing. Am I right? Even my parents are all hopped up on Zoom! We are doing a weekly family zoom get together, they are doing church through it. And they seem to actually have figured out the technology. This definitely means it’s a new era!
So, when I started thinking about what to talk about in this episode, I started heading in a predictable direction. All of us are probably getting all the same free stuff from companies out there. Videos, articles, podcasts an more that are about covid related topics such as teleworking, stress management, things to do at home, etc. Or maybe just I get that stuff since I’m in training, but it seems like there is a flood of info. So, while I was leaning toward doing an episode on staying sane while stuck at home, I’ve decided to do one on something that I know much more about.
Today I want to talk about video conferencing best practices. (music)
Everybody’s doing it! You might as well quit fighting it and join in. The Nagy’s have been doing virtual happy hours, virtual happy hours with trivia, virtual happy hours with “would you rather,” and virtual get togethers with the family without the happy hour.
I’ve also done a few more hangouts with co-workers now that they are finally getting on board.
So, while attitudes are changing, the technology and the best practices have not. For those of us that have been doing this for a while, the tech is pretty straightforward, and they have definitely made it easier and more functional over the years.
Having said that, I’m not going to go through the platforms that exist, like the aforementioned, Zoom, or Hangouts, Facetime, Adobe Connect. One reason is that these things change quickly and I don’t want this video to be useless in a year. The other reason is that there are so many and it would take forever. I want to talk about the things that don’t change… or don’t change as quickly. Video and thus, video conferencing best practices have been the same for a while. I’m going to mostly talk about work related conferences. These are a bit more formal.
First of all. The video camera. Most laptops that state employees get have a camera. They are usually pretty crappy, but they exist. If not, the little ones that clip to the top of the screen are inexpensive and much better. In fact, if you can pull it off, get one. Not just because of the camera, either… the microphone is usually much better as well. (show mine)
First of all, create good lighting. Lighting best practice tip one. NEVER sit in front of a window or light. This is the most annoying thing you can do in a conference. I’m sure I don’t need to say why? Tip 2, add some light in front of you. These cameras will work in low light, but they work well with good light. I showed you my lights last episode. I don’t expect people to have my setup, but it’s pretty easy to put a desk lamp in front of you, or find a well lit spot on the dining room table. Decent light is crucial!
Next, audio. This is where so many laptops really fail. At the very least, try to figure out where your microphone is. Then make sure you aren’t talking to the other side of the computer. Better yet… grab your white Apple headphones and use those. They have a great microphone and having them in your ears will prevent feedback in the conference. Of course there are headsets make for this sort of thing, and if you have those, definitely use them. Next best thing… or really better than your built in mic, is a microphone in an external webcam.
It’s very important that you figure out how to select the mic you want within the conferencing software that you are using. It’s very simple in Zoom as there is a Mic selector in the bottom left corner.
Ok, technical stuff out of the way. Well, actually, one more thing. If you are presenting or the moderator for this, you should probably try to maximize your internet speed. Turn off other devices that are accessing it. Tell your family to hold off on the Netflix show, etc.
Next. Frame yourself up. While we aren’t all trained in video, we all know what looks right. This does not look right, while this does. 🙂
Use a good angle. Have the camera at eye level or slightly above. Looking down at the camera tends to bunch up our neck flesh. Ya know… kinda like the infamous “lean back.”
When you’re talking, look into the camera instead of looking at yourself talking on the computer screen. It will help others on the call feel like you’re 100 percent engaged and present. It feels a little weird at first, but you’ll get used to it.
And speaking of being present… don’t be a distraction. OK? This includes, not typing during the conference. Trying not to fidget. Not eating during the conference. Staying engaged. If you wouldn’t do it at a live meeting, then don’t do it in the virtual meeting. Also, remember, mute is your friend. The more people that are muted, the smoother the conference will be.
On this same note… don’t multitask. First of all, we can’t do it. Secondly, it’s rude. If you have to multitask, maybe you should have said no to the calendar invite. Just saying.
Don’t just take off. You may feel isolated when there are several people in the conference, but people will notice that you are gone. If you must take care of something, let the groupe know. Either say something or type into the chat.
Keep your background professional. This means pick up your mess. Or… at least make sure it isn’t showing in the shot. A simpler background is better. This also means, finding a quiet place away from the family and pets. You may think your pets are adorable, but they can be distracting to others.
If you are the moderator or main speaker, try to include everyone in the conversation. Some people shut down when using this sort of technology, so it’s important to check in with them.
Naturally, all this formal stuff goes out the window if you are having a virtual happy hour with your friends. Well…. Not all of it. I still want to see and hear you. So take care of the technical stuff. 🙂
Ok… that’s it for the video conferencing tips. I have a feeling that this situation could really be a breakthrough moment for both the technology and for people’s comfort level with it. Get on board and just relax, it’s going to be fine.
See you next time on the Subject Matter Minute.