Virtual work: How to use video meetings the best way

Virtual work

The cornerstone of virtual work is video.

Using video during virtual meetings can help to avoid misunderstandings for several reasons:

• Video allows participants to observe non verbal cues such as facial expressions, body language and gestures. These cues provide additional context and help to interpret the speaker's intent and emotions accurately. It can prevent misinterpretations that may occur solely through audio or text based communication

• Visual context: Video provides a visual context for the meeting environment. Participants can see each other's surroundings, which can help in understanding the context of discussions, observing visual aids or sharing visual information. This context can contribute to a more complete understanding of the conversation

• When participants have their cameras on, it encourages active engagement and attentiveness. People are more likely to focus on the meeting and actively participate when they know they can be seen by others. This can lead to fewer misunderstandings

• Video enables real time feedback between participants. If someone seems confused or puzzled, others can pick up on those cues and clarify their points immediately. This instant feedback loop allows for quick course corrections

• Seeing each other on video helps to build rapport and trust within the team. Visual interactions facilitate human connection and foster a sense of presence, which can improve communication and reduce the likelihood of misunderstandings arising from lack of familiarity or rapport

• When participants are visible on video, it encourages active listening. People tend to pay closer attention and actively listen when they can see others' reactions

• Video meetings allow participants to see each other as individuals, promoting a sense of connection and empathy. Building personal connections can lead to better understanding, open communication and fewer misunderstandings in the long run

Best practices for video conferencing

Here are some recommendations to enhance your video presence:

1. Ensure good lighting: Position yourself in a well lit area, preferably facing a natural light source such as a window. Avoid having a bright light source directly behind you, as it can cause your face to appear dark. Consider using additional lighting equipment if needed.

2. Check your background: Make sure your background is clean, clutter free and appropriate for the professional setting. You can use virtual backgrounds if supported by your video conferencing platform or choose a physical background that is visually appealing but not distracting.

3. Frame yourself properly: Position your camera at eye level or slightly above. This helps create a more natural perspective and avoids unflattering angles. Sit at an appropriate distance from the camera, ensuring your face is clearly visible without being too close or too far away.

4. Dress appropriately for the occasion: Maintain a professional appearance. Even though you might be in a remote setting, dressing professionally helps maintain a sense of professionalism and respect for the meeting or discussion

5. Maintain eye contact: Look into the camera when speaking rather than focusing on your own video feed or other participants' video feeds. This helps create a sense of direct eye contact and engagement with others

6. Close any unnecessary applications or browser tabs on your computer to minimize distractions during the video call. Silence your phone and avoid multitasking to stay fully present and engaged in the conversation

7. Ensure you have a stable internet connection to avoid audio or video disruptions during the call. Use a wired connection if possible, or position yourself in an area with a strong Wi-Fi signal

8. Mute yourself when not speaking: To avoid background noise or distractions, mute yourself when you're not speaking. This helps maintain clear audio quality and prevents unintended interruptions

9. Be aware of your body language: Sit upright with good posture and use natural and engaging body language to convey your interest and attentiveness. Avoid excessive movements or distractions that might take away from your message

10. Test your setup beforehand: Before any important video conference, test your audio, video and internet connection to ensure everything is working properly. This helps avoid last minute technical difficulties that can disrupt the flow of the meeting

Now we have been through best practice within the process of using video. Next step is to set some boundaries for the use of video.

Is it allowed to be offline?

It is perfectly acceptable to be offline and not reply instantly in most situations. It's important to establish boundaries and prioritise your time and attention effectively. Here are a few reasons why it is okay:

1. Focus and Productivity: Being constantly available and instantly responsive can hinder your ability to focus on important tasks or projects. Allocating specific periods of time to be offline and uninterrupted can enhance your productivity and allow you to concentrate on your work without constant interruptions

2. Maintaining a healthy work life balance is crucial for your well being. Being offline at certain times helps create boundaries between work and personal life. It allows you to disconnect, relax and spend quality time with family, friends or engage in personal hobbies and activities

3. It is important to establish and respect boundaries in professional relationships. Colleagues, clients or team members should understand that you may not always be available immediately. By setting clear expectations regarding your availability and response times, you can manage others' expectations and avoid feeling overwhelmed or pressured to be constantly connected

4. Avoiding Burnout: Constantly being online and instantly replying to messages can lead to burnout and increased stress levels. Taking breaks and being offline allows you to recharge, rest and maintain your mental and emotional well being

However, it's also important to communicate your availability and response times effectively to manage expectations.

Here are some tips:

• Set clear expectations: Communicate your working hours, availability and preferred methods of communication with your colleagues, clients or team members

• Utilise out of office or automated responses to let others know when you are offline and when they can expect a response from you

• Prioritise urgent matters: If there are urgent or time sensitive issues, make sure to communicate a process or alternative contact person to handle those situations when you are offline
• Communicate proactively: If you anticipate being offline for an extended period or unavailable during certain times, let relevant parties know in advance if possible

There are other best practices within virtual work. Let's see the most important topics.