{"id":570,"date":"2020-04-09T19:44:05","date_gmt":"2020-04-09T19:44:05","guid":{"rendered":"http:\/\/wyomingtraining.com\/subject-matter-minute-blog\/?p=570"},"modified":"2020-04-10T13:57:02","modified_gmt":"2020-04-10T13:57:02","slug":"subject-matter-minute-episode-37-covid-19-episode-video-conferencing-best-practices","status":"publish","type":"post","link":"http:\/\/wyomingtraining.com\/subject-matter-minute-blog\/subject-matter-minute-episode-37-covid-19-episode-video-conferencing-best-practices\/","title":{"rendered":"Subject Matter Minute, Episode #37 – Covid-19 Episode – Video Conferencing Best Practices"},"content":{"rendered":"

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:\u00a0Episode #37 -Covid-19 Episode – Video Conferencing Best Practices<\/a><\/em><\/p>\n

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)<\/em><\/strong><\/p>\n

You can also listen to an audio version<\/a>.<\/p>\n

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\u2019s a new era!<\/p>\n

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\u2019m 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\u2019ve decided to do one on something that I know much more about.<\/p>\n

Today I want to talk about video conferencing best practices. (music)<\/p>\n

Everybody\u2019s doing it! You might as well quit fighting it and join in. The Nagy\u2019s have been doing virtual happy hours, virtual happy hours with trivia, virtual happy hours with \u201cwould you rather,\u201d and virtual get togethers with the family without the happy hour.<\/p>\n

I\u2019ve also done a few more hangouts with co-workers now that they are finally getting on board.<\/p>\n

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.<\/p>\n

Having said that, I\u2019m 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\u2019t 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\u2019t change\u2026 or don\u2019t change as quickly. Video and thus, video conferencing best practices have been the same for a while. I\u2019m going to mostly talk about work related conferences. These are a bit more formal.<\/p>\n

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\u2026 the microphone is usually much better as well. (show mine)<\/p>\n

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\u2019m sure I don\u2019t 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\u2019t expect people to have my setup, but it\u2019s 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!<\/p>\n

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\u2019t talking to the other side of the computer. Better yet\u2026 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\u2026 or really better than your built in mic, is a microphone in an external webcam.<\/p>\n

It\u2019s very important that you figure out how to select the mic you want within the conferencing software that you are using. It\u2019s very simple in Zoom as there is a Mic selector in the bottom left corner.<\/p>\n

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.<\/p>\n

Next. Frame yourself up. While we aren\u2019t all trained in video, we all know what looks right. This does not look right, while this does. \ud83d\ude42<\/p>\n

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\u2026 kinda like the infamous \u201clean back.\u201d<\/p>\n

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\u2019ll get used to it.<\/p>\n

And speaking of being present\u2026 don\u2019t 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\u2019t do it at a live meeting, then don\u2019t do it in the virtual meeting. Also, remember, mute is your friend. The more people that are muted, the smoother the conference will be.<\/p>\n

On this same note\u2026 don\u2019t multitask. First of all, we can\u2019t do it. Secondly, it\u2019s rude. If you have to multitask, maybe you should have said no to the calendar invite. Just saying.<\/p>\n

Don\u2019t 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.<\/p>\n

Keep your background professional. This means pick up your mess. Or\u2026 at least make sure it isn\u2019t 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.<\/p>\n

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\u2019s important to check in with them.<\/p>\n

Naturally, all this formal stuff goes out the window if you are having a virtual happy hour with your friends. Well\u2026. Not all of it. I still want to see and hear you. So take care of the technical stuff. \ud83d\ude42<\/p>\n

Ok\u2026 that\u2019s 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\u2019s comfort level with it. Get on board and just relax, it\u2019s going to be fine.<\/p>\n

See you next time on the Subject Matter Minute.<\/p>\n