Column: How to be a Good Participant in Video Chats

      Today’s modern business landscape is almost exclusively virtual. That means dialing into video chat for meetings, huddles and work sessions.

      While it may seem like fussing over your presentation on the other end of the internet is just so… extra…. there is, in fact, an art to making it all seem to work seamlessly. Be a team player by knowing the rules of engagement for virtual platforms.

Buy Yourself Some Time

      We’ve all been there, scrambling at the last minute to dial in, make sure the software is working and be counted as present for the day.

      Yet, there are many forces beyond our control that can make or break our ability to show up at the appointed time, ready to work.

      Few things cause us as much anxiety as failing to log in to a client meeting in a timely manner because our software needs to update or the platform is maxed out. Give yourself 10-15 minutes before the start of the meeting to make sure you have minimal technical issues.

Do your homework

      Be prepared for the topic at hand. Know what you’re going to talk about. Understand your role in the call. Most people like to keep virtual meetings short and sweet to prevent ZOOM fatigue - preparedness is the key to making that happen.

Get your gear together

      While using your computer mic and speakers may not seem like a problem, Tony Porreco, Multimedia Specialist at SHRM, warns us of how problematic that approach can be: “The audio produced by your computer’s onboard microphone is consistently subpar, harder to understand and contributes to attendees ‘Zoom fatigue.’ Invest in a good headset or microphone to make sure you’re always coming through clearly during virtual meetings.”

      Additionally, by using headphones (or a headset), you’ll never be the cause of those migraine-inducing audio feedback loops we’re all familiar with.

      Finally, spend five minutes identifying your gear’s correct audio input and output settings to make sure you sound crystal clear from the moment you log in.

On the matter of muting

      One of the most common trouble spots for a smooth virtual call is the mute button. While it’s considered common courtesy to “mute yourself” when engaged in active listening, remember to “unmute” when it’s your turn to talk.

      Nothing stalls the flow of conversation more than when a participant can be seen talking, but not heard.

      When you’re not speaking, please mute yourself. All of that feedback and background noise makes it tough on everybody.

Background: your setting matters

      Be aware of your background during virtual calls. People you barely know will see the inside of your house…. do you like what they see?

      A clean, decluttered aesthetic is what’s called for in Virtual Backgrounds. And while “green screen” logos or beachside vistas are trendy, they are also very distracting.

In the spotlight: lighting matters

      If no one can see your face because the laptop camera is facing a window and you are completely backlit, or the only light source is a lamp, your livestream will be distracting.

      Paul King from King Productions encourages you to get invested in the quality of your video playback. “With a little ingenuity and some cheap items you can pick up at the big box store, you can up your video game.” he recommends.

86 the Extras

      “All the world is a stage,” according to William Shakespeare. Is your world filled with actors who like to wander in and out of the background?

      It may be time to lay down the law. At-home (and basically bored) school children climbing all over you during a team huddle can be cute at first, but very disruptive. Aloof spouses on the phone or taking mid-afternoon couch naps will really bring down the quality of a virtual meeting.

Real clothes….

      “Dress for the job you want, not the job you have,” the saying goes. By that logic, many work-from-home types look like they have Pandemic-inspired aspirations of becoming professional couch potatoes. Take the time to dress professionally for virtual meetings.

      And while a suit-n-tie may not be necessary, your weekend warrior look is bad form.

Tune In and Turn Off

      You don’t have to keep your video camera going at all times. You can simply sign in, greet your people, and then click “off” your video. Let your team know the camera is going off, but you are still present. No more surreal interactions with your own reflection and no more worrying about what’s happening in the background.

Beware the dreaded ZOOM fatigue

      Video calls can be exhausting for everyone. It’s very real. Be conscious of this fact when scheduling yourself and others. Try to limit the duration and frequency whenever possible. And of course, following the tips above can reduce the toll it takes on your soul.

      With a little foresight and a lot of awareness, you can make the most of your [virtual] meetings without suffering fatigue or embarrassing “OOPS!” moments. Soon, working from home will seem less foreign and more productive.

Andana is a proposal management and marketing firm in Ashton MD. Contact Carrie Ann at carrieann@andanaconsulting.com. This column was reprinted with permission.

Small business GSA Schedules sales increased from 2017-2020

Small biz gets PPP window

Bibi Hidalgo is now SBA’s gov’t contracting associate administrator

EEOC reports to resume

DOD contracts for services

$50B in aid for small biz

E-Commerce concerns aired

Column: Defective Pricing Audits

Washington Insider:

Coronavirus Update