Video Conference  ?

A type of communication system, or remote meeting, allows people in different locations to attend meetings together as if they were in the same room. Participants can share images, audio, and see each other via computer screens or mobile devices using various intermediary programs like Skype, Zoom, or Google Meet. The choice of program depends on the participants' preferences. Here are some of the most important video conferencing etiquette tips to follow:

1. Pre-Meeting Email to Provide an Overview of the Meetin.

Preparation is essential before a meeting, whether we are leading it or not. If we are leading the meeting, we should send the meeting agenda in advance via email. This allows the other participants to prepare. The agenda should include the meeting's objectives, the items to be discussed, the participants, and any documents that will be needed during the meeting.

2. Choose an appropriate meeting location.

When selecting a venue for a meeting, it's important to choose a location with adequate lighting, good internet connectivity, and minimal noise disturbance to reduce communication issues during the meeting.

3. Be punctual; start and end the meeting on time.

Believe it or not, many meetings tend to start about 8 minutes late. Moreover, there are often tangents that lead away from the meeting's agenda, causing an additional 1-10 minutes of wasted time. This can lead to frustration for those waiting in the meeting. Once the meeting goes off track, you may end up spending nearly 20 minutes trying to get back on track. Therefore, it's advisable to greet attendees as they arrive, rather than waiting for everyone to gather. You might even consider rewarding those who arrive on time and utilize these benefits to start the meeting promptly. The ideal meeting length is between 10-18 minutes for the best results, encouraging attendees to value the importance of the meeting sequence and maintaining interest throughout.

4. Speak clearly and avoid speaking in generalities.

Although we can now communicate by seeing each other's facial expressions and gestures, insufficient or missing sound can still cause issues during meetings. Therefore, try to speak more slowly, emphasize words clearly, and after finishing speaking, especially on complex topics, conclude with "Any questions or unclear points?" to ensure everyone has a mutual understanding before moving on to the next topic.

5. Always observe the participants during the meeting.

In online meetings, it's essential to pay close attention to the participants, especially when there are many attendees and you can't observe everyone on the computer screen. Keep track of who says what, when they speak, and who hasn't spoken yet. For those who haven't spoken, consider calling on them to share their thoughts, as sometimes they may want to contribute but feel hesitant in large groups.

6. Prepare answers for various questions.

In addition to various question topics, individuals should also prepare answers to be used when asked those questions. This way, when asked, they can respond and provide explanations professionally.

7. The surrounding environment may disturb the meeting.

There are many disturbances that can cause a lack of concentration and disrupt others as well, which can be a hindrance to the discussion. However, if it's not possible to find a quiet place, it's advisable to explain to others beforehand. Also, when we're not speaking, remember to mute ourselves each time. Don't forget that online meetings or phone calls may have participants from multiple locations. Therefore, be careful not to let our own sound disturb the conversation of other meeting participants.

8. Summarize meeting information each time.

If you don't want to waste time in meetings unnecessarily, before starting, ensure that the team understands each other, shares the same goals, and doesn't miss out on anything important. Summarize all key points discussed in the meeting to confirm mutual understanding among all parties. After the meeting, don't forget to send a meeting summary email to everyone, as it serves as documented evidence. This way, if there are any misunderstandings, the team can review the summary together.

Video conferencing is becoming increasingly common in the future due to advancements in technology and telecommunication systems that support seamless long-distance communication. Coupled with changing human behaviors, it's something that businesses or organizations investing in long-term room development projects should consider. Implementing video conferencing systems can significantly enhance productivity and modernize the organization. Moreover, they can serve as a long-term investment.