The major switch from in-office to remote work has required employers and employees alike to adapt to new work settings quickly. One of these new methods that have been used is video conferencing, as it allows teams to work together while still maintaining a semblance of a human connection. How exactly do you make the most of it? Check out the tips below.
Ensure that all team members have invitations well ahead of the time of the meeting
Most teamwork programs/apps have the capability to create digital events that you can invite other people to. Schedule out your meetings using this method whenever possible. Create an invitation, set the date and time, and provide a link (as well as any applicable passwords) to your virtual conference room in the event description. This will allow your team to make sure they set aside time for your meeting and will prevent you from receiving multiple messages requesting meeting links at the last minute.
Cover video conference etiquette with your team
This new avenue of communication can be uncharted territory for some. To help ease the transition, send out an email with some tips on how your team can help the meeting along smoothly. For example, mention that when they are not speaking, they should mute their microphone (and provide basic instructions on how to do that). You should also emphasize punctuality and provide information on if your team members need to be wearing business attire during the meeting.
Encourage everyone to set their devices to “do not disturb” mode
This ties in with etiquette, but it is still an important standard to communicate if you want to have a successful video meeting. Just as you wouldn’t want anyone’s phone ringing in the middle of an in-person meeting, you don’t want them to be having the same distractions in a remote one.
Choose a trusted and secure conferencing platform
There are many different platforms out there, so it’s important that you do your research to ensure that you are choosing a program that is safe for your team members’ computers. It’s also important to research the type of information your chosen platform may collect during use and the security measures it has in place to ensure no one can listen in on your meeting.
Adapting to remote work can be a challenge, but it doesn’t have to be a headache. If you take some time to research and develop a new protocol for scheduling and hosting virtual meetings, you’ll work out the kinks quickly. Throughout this transition, remember to appreciate your team and connect with them regularly!