PAPER making! FROM THE PUBLISHERS OF PAPER TECHNOLOGY INTERNATIONAL Volume 6, Number 1, 2020
3. Prioritize updates Some staff are larger than others, and conference call meeting size has a bit more relevance than in-person meetings. If you're in an office with a tight quartet of people, you're likely to know each other, and what you need to do. Someone will likely keep things "on track," and it's likely to be efficient. However, when you have, for example, more than eight people, it's critical to "prioritize what you will and won't talk about," FlexJobs said. Set time constraints and stick to them. This allows each person to talk about what is relevant and can cap the overall length of the meeting. An important thing to remember, the report noted, is make sure that what's going to be discussed is relevant to at least three people in the meeting. Otherwise, send an email on the topic or conduct a smaller meeting. "Being mindful of time is key to conference call etiquette." 4. Test equipment Don't wait until a couple minutes before a meeting to sign on. On cell phones : Make sure you have: x A strong signal x No interference On a computer x Use a wired connection rather than Wi-Fi x Make sure the computer camera works (or is uncovered) x Make sure the speakers work x Make sure the microphone works Even if it says you're connected to the platform, make sure you actually are. Test your video and audio before the meeting starts (hence the tip to sign on early enough to do this). Allow even more time in case there is something to download beforehand or in case you have an unexpected update. "Call quality is a theme, and when you're dealing with a 100% remote situation, where all participants are on the call, this is exacerbated," Q-CTRL's Love said. "My number one tip would be to invest in a headset. People have no problem dealing with substandard video, but substandard audio is a deal breaker and can render a call useless." 5. No sneaking out This is not a third-grade recorder performance, or for some, church. Don't sneak out. In a virtual meeting, there's enough flexibility for you to attend part of it and then jump off. However, it's important you tell your supervisor or the person leading the meeting. In some platforms, you can just sign off, and no one will know; in others, your face or name disappears from the shared screen. And if your company uses the former, don't cut out just because you can. If you have a conflicting appointment, tell everyone at the start of the meeting or send an email (that you know has been read) ahead of time. If you have something else scheduled, you're more likely to be called on to share updates and add feedback early on. You don't want to be called on or asked a question and then appear to have suddenly vanished. Transparency, people. 6. Be prepared It's bad conference etiquette to be called on and be unprepared. It's also a missed opportunity. Just because it's on a platform/phone doesn't mean your meeting prep is any different. Have notes on your phone next to you, and bookmark anything you need for reference. Clear your desktop of unnecessary files. If it's a check-in or update meeting, discuss your current project and any recent accomplishment (it should go without saying, but don't brag or pat yourself on the back too much). Be clear and concise, and if you're uncomfortable with speaking to a group, practice beforehand. Let attendees know that if they have questions, you'll answer them.
Article 14 – Video Conferencing Etiquette
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